12/6/2016 022 City of San Juan Capistrano Agenda Report TO: Honorable Mayor and Members of the City Council FROM: Jffen Siegel, City Manager nlx- SUBMITIED BY: DATE: SUBJECT: Lindsey Stigall, Senior Executive Assistan~ December 6, 2016 Consideration of a Memorandum of Understanding with Homefront America for Events and Services for the City's Adopted 1st Battalion, 11th Marine Regiment RECOMMENDATION: By motion, approve the Memorandum of Understanding between the City and Homefront America, substantially in the form attached, for events and services related to the City's Adopted 1st Battalion, 11th Marine Regiment. EXECUTIVE SUMMARY: At the October 4, 2016, City Council meeting, the City Council directed staff to review the proposed framework for a Memorandum of Understanding (MOU) with Homefront America brought forward by Council Member Reeve. Pursuant to City Council direction, staff has prepared a draft MOU that would allow Homefront America to directly provide support services and act as a liaison for events, solicitation of donations and organized charitable functions for active duty military and veterans (Attachment 2). Staff is recommending approval of the MOU for events and support services for the adopted 1st Battalion, 11th Marine Regiment. DISCUSSION/ANALYSIS: On August 15, 2006, the City adopted the 1st Battalion, 11th Marine Regiment (Attachment 3). Since that time, the City has worked in conjunction with an appointed committee comprised of residents and volunteers in the community to support the adopted battalion.
City Council Agenda Report December 6, 2016 Page 2 of 3 Homefront America, incorporated in 2005, is a volunteer-based, nonprofit military outreach organization whose focus is exclusive to the support of active military personnel, veterans and their families. As outlined in the proposed MOU, Homefront America proposes to expand the efforts the City has been providing while seeking continued support from residents, businesses and community volunteerism. Under the proposed MOU, in addition to providing support to the City's adopted battalion, Homefront America would continue collaboration with the City to sponsor such events as the Field of Honor, Veterans and Memorial Day Ceremonies. The City would waive all fees for use of City facilities, provide dedicated website space for the adopted battalion and send notifications through the City's electronic notification system (enews). FISCAL IMPACT: The City currently holds $1,200 of funds collected from donors in support of the 1st Battalion, 11th Marines. This unexpended balance of donated funds and any future donations received by the City to support the 1st Battalion, 11th Marines will be expended to assist the Marines, Sailors, and family members associated with the Battalion. Homefront America may request reimbursement from the City for specific expenses paid by Homefront America. Any such requests for reimbursement will be supported by copies of third party vendor invoices attached to the reimbursement request that support the amounts requested. ENVIRONMENTAL REVIEW: Not Applicable. PRIOR CITY COUNCIL REVIEW: On August 15, 2006, the City Council adopted by Resolution the 1st Battalion, 11th Marine Regiment. On October 4, 2016, staff was directed to bring back a Memorandum of Understanding between the City and Homefront America for events and services for the 1st Battalion, 11th Marine Regiment. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Not Applicable. NOTIFICATION: Homefront America, Mamie Maywhort LtCol Todd McCarthy, USMC Battalion Commander Jose Acosta, Family Readiness Officer for the 1st Battalion, 11th Marines
City Council Agenda Report December 6, 2016 Page 3 of3 ATTACHMENTS: Attachment 1 - Letter from Homefront America Attachment 2 - Memorandum of Understanding Attachment 3- Resolution 06-08-15-01
August 1, 2016 Derek Reeve, Council Member CITY OF SAN JOAN CAPISTRANO 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Dear Council Member Reeve, Thank you for reaching out to Art and me regarding the City's adopted 1st Battalion, 11th Marines ( 1111). We appreciate your support for these brave men and women, and your desire to explore ways on how Homefront America and the City can work collaboratively to positively impact their lives and the lives of their loved ones. We agree that a formal Memorandum of Understanding (MOU) between the City ofsan.tuan Capistrano and Homefront America has value and would bring increased benefit to 1111 Marines, Sailors, and their families. Enclosed please find our attachment that outlines the items discussed. Please note these are only suggestions and input is welcome. Thank you again for your support ofihe City's adopted "Cannon Cockers." Respectfully, Mamie Yong Maywhort, Co-Founder Hometront America, Inc. ATTACHMENT 1
Section I: General Information Homefront America is a California nonprot!t public benefit corporation organized under the Nonprofit Public Benefit Corporation Law for charitable purposes. The organization was i11corporated on July 5, 2005 and is an all-volunteer military outreach and support organization; with headquarters at 31877 Del Obispo., Ste 101, San Juan Capistrano. The organization provides year -round support to members of our armed services and their families; with programs focused on meeting the social, emotional, and physical well-being of their children. Internal Revenue Service: Tax Exempt #: 54-2178448 Franchise Tax Board - Tax Exempt#: 2767713 Attorney General's Oftice, Registry of Charitable Trusts- Registration#: CT-128819,'cd ion II : Cu r n. nl l /1 1 pr ogmm s uppurt Dinners for single Marines living at the barracks. Each event serves 100 single Marines. Dinners for Marines who attend SJC Summer Nites VISA gift cards and dinner for Marines & NCO of the Quarter. $50 for each Marine. Halloween Treat Bags for the children Cases of soft drinks and hundreds of cookies for command Family Day icare Kits tilled with cookies, snacks, and travel size hygiene items for deploying and returning Marines and Sailors Prepare single Marine barracks for homecoming Easter at Zoomars Petting Zoo for families to enjoy A did as and other backpacks filled with grade specific school supplies for the children. Family Day at BOOMERS Irvine. Families are nominated by the command. Annual attendance at Heroes Nite Out. 20 to JO!Ill guests. Gourmet spiral cut ham dinners for families at Christmas Toys and Gift Bags for the children at Christmas Last, but not lea'lt, additional suppmt are provided upon request eclion Ill: cwly pt oposcd 1/ l l progra m. up port Hometl'ont America would not duplicate its existing suppmt for l/11 under the proposed MOU, but will work col\aboratively with the City to provide added benefits for 1/11 Marines and Sailors. The following is a list of proposed programs, but is by no means a complete list. Suggestions are always welcome. Sponsor dinner and gift cards for 1 /1 1 Marines and NCO of the quarter Sponsor dinner for 111 1 Marine dinners at SJC Summer Nites Sponsor lunch for Marines at car wash event, when the moratorium on the drought is lifted. Outreach and volunteer staffing support for bake sale at the annual Christmas Tree Lighting Ceremony. \00% of proceeds from the bake sale will go directly to the 1/11 fund. Outreach for a vat'iety of needs: ball gowns, food, baby items, etc. It shall be clearly stated the City is not responsible to provide financial support to Homefront America for 1/l 1 under the proposed MOU. However, the City shall assist Homefront America with in-kind supp01t such as eblast announcements; access to copy services; complimentary canopies, tables, and chairs for events that benefit 1 I 11. If necessary, the City shall also provide the use of facilities, if available, for Homefront America volunteers to hold 1111 meetings, assemble 1/11 packages, and any other 1/11 needs. Furthermore, the City shall dedicate space on its website to recognize 1!11 as the City's adopted battalion with contact information listed. Last, but not least, the City shall assign a liaison between Homcfront America and the City. 1
Cl'li.on I ' : J'idd ofhc)nur In consideration for items listed in Section III, Home front America shall organize a Field ofhonor@ public flag display consisting of several hundred American flags to honor active duly military, veterans, and first responders. As the event sponsor, Homefront America shall bear the following costs: Field of Honor J icense fee Flags and their related components, including all ancillary material Media list directories Printing of promotional flyers; flag honoree cards; sponsor banners; and Memorial Day program The flag display will require the use of Los Rios Park for a period of eleven (11) calendar days in the month of May. One (l) day for flag postings, one (I) day forflag removal, and nine (9) days for public enjoyment at no charge. On the last Monday in May (Memorial Day), Homefront America shall host a special Memorial Day remembrance ceremony. This event shall be open to the public, also at no charge. To ensure event's success, Homefront America respectfully requests City's consideration for the following: A full fee waiver for the 11 days use of Los Rios Park Banner to promote Field of Honor at the intersection of Los Rios Street and Camino Capistrano Provide night lighting for the flag display Provide electrical source for public address system Promote the Memorial Day ceremony via the City's cblast Set-up chairs and tables for guests at Memorial Day ceremony Set-up stage for speakers Note: Homefront America shall provide the public address ~ystem and all related components. cellon : Veterans Day 'rrihutc In consideration for items listed in Section lfl, Hornefront America shall assist VFW Serra Post 3801, if needed, with their Veterans Day Observance Ceremony.. tc'tion T: ~hl nd :trd Op rnliug ProcC'clun. Homcfront America shall operate independently from the City, and shall follow the organization's existing policies and standard operating procedures in conducting 1/11 business. The City has no jurisdiction, nor shall it assert itself in the existing day-to-day operation of Homefront America. Section VII: 1/11 Fund Account To ensure transparency and accurate accounting of all transactions, a separate 1/11 checking account shall be domiciled at the Farmers & Merchants Bank, San Juan Capistrano. The account shall be set up as a dual signatory account with a minimum of two signers from both Homefront America and the City. Botb entities shall bt: provided with a copy of the monthly bank statement. The account shall not have on-line payment or transfer capability. 2
All checks, regardless of their amounts, must bear the signature of two authorized account signers (one from each entity) prior to their release. Public donations received at events must be double counted by two individuals. A summary recap must accompany the funds. Requests for reimbursement must include a valid receipt. Payments to vendors must include a valid invoice.. ( t ti un V III: R ncwal Oplion Both parties agree this MOU shall be in effect for a one year period, and reviewed at each anniversary date. 3
Attachment 2 Memorandum of Understanding To be distributed prior to the City Council Meeting
I RESOLUTION NO. 06-08-15-01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, ADOPTING THE FIRST BATI ALION OF THE 11TH MARINE REGIMENT, UNITED STATES MARINE CORPS, CAMP PENDLETON WHEREAS, San Juan Capistrano is located near Camp Pendleton, and many military personnel, their families, and Veterans have chosen to call this community home; and WHEREAS, San Juan Capistrano has a long history of active cqmmunity involvement and volunteerism and we would like to expand our support and ~how our appreciation for American military forces that are engaged in defending or are prepared to defend and support the interests and principles of United States; and I l WHEREAS, in July 2006, the City was approached with the concept o~ officially adopting a Marine battalion, specifically the First Battalion of the 11th Marine Regirttent; and ' WHEREAS, on July 18,2006 the San Juan Capistrano City Council directetd staff to prepare a resolution of support to officially adopt the First Battalion, 11th Marine Regiment which is based at Camp Pendleton; and WHEREAS, The City of San Juan Capistrano is pleased to be participating in this communitywide effort and it is our best hope that our residents, businesses, $ervices, clubs, and non-profit organizations will choose to become involved in supp9rting the members of this military unit who are serving our country abroad or to support their families while they are away; i i NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SA~ JUAN CAPISTRANO DOES HEREBY RESOLVE, DETERMINE, AND ORDER AS FOlLOWS: I Section 1. Section 2. Section 3. The foregoing recitals are true and correct. The City of San Juan Capistrano does hereby officially adop- the First Battalion, 11th Marine Regiment, United States Marine CorPJS, Camp Pendleton. On behalf of the residents of San Juan Capistrano, the Cit Council wishes to wholeheartedly convey its deepest apprecia ion and gratitude to the men and women of the Armed Forces, espe ially the members of the First Battalion, 11th Marine Regimen whose dedication, love of country, courage and bravery serv as an inspiration to us all. SP Page 1 of 2 August15,2006 ATTACHMENT 3
Section 4. This resolution shall take effect immediately upon its adoption. STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF SAN JUAN CAPISTRANO ) I, MARGARET R MONAHAN, appointed City Clerk of the City of San Juan Capistrano, do hereby certify that the foregoing Resolution No. 06-08-15-01 was duly adopted by the City Council of the City of San Juan Capistrano at a Regular meeting thereof, held the 15th day of August 2006, by the following vote: Hart, Bathgate, Allevato, Soto and Mayor Swerdlin None None MAR Page 2 of2 August15,2006 SP