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16-1004_HOMEFRONT AMERICA, INC_Agenda Memo_I110t4t2016 l1 TO City of San J uan Capistrano Agenda Memorand u m Honorable Mayor and Members of the City Council Council Member Reeve October 4,2016 FROM DATE SUBJECT: Discuss a Memorandum of Understanding with Homefront America for Events and Services MENDATIO By motion, direct staff to bring back to the City Council a Memorandum of Understanding (MOU) with Homefront America for events and services. SITUATION: Homefront America, an all-volunteer military outreach nonprofit public corporation, incorporated since 2005 in the City of San Juan Capistrano, has reached out to the City (Attachment 2) to formalize with an Memorandum of Understanding (MOU) new anð current services, including but not limited to, organize a Field of Honor @ public flag display consisting of several hundred American flags to honor active duty military, veierans, and first responders, ensure the continuation of the Veterans Day Observance Ceremony, and to work collaboratively with the City to provide added benefits for the First Battalion, 11th Marines, Sailors and their families. I ask the City Council to review the attached MOU, provide comments, and direct staff to bring back at an upcoming City Council meeting for approval. Attachment 1 - City Council Resolution 06-08-15-01 Attachmenl2 - Letter and Proposed ltems/Language for MOU from Homefront America I RESOLUTION NO. 06-08-1 5-0 1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPI$TRANO, CALIFORNIA, ADOPTING THË FIRST BATTALION OF TI-IE 11r* MARTNE REGIMENT, uNtrED STATES MARINE coRPS, cAI\ilP PENDLETON WHEREAS, San Juan Capistrano is located near Camp Pendleton, and many military personnel, their families, and Veterans have chosen to callthis communlty home; and WHEREAS, $an Juan Capistrano has a long history of active cqmmunity involvement and volunteerism and we would like to expand our support and $how our appreciation for American military forces that are engaged in defending or are prépared to defend and support the interests and principles of United States; and WHEREAS, in July 2006, the City was approached with the concept ofjofficially adopting a Marine battalioï, specificallythe First Eiattalion of the 11h Marine Regiqhent;and : WHEREAS, on July 18,2006the San Juan Capistrano CityCou.ncildirect{d staff to prepare a resolution of support to officially adopt the First Battalion, 1 1'' Marine Regiment which is based at Camp Pendleton; and : WHEREAS, The City of San Juan Capistrano is pleased to be participatihg in this communitywide effort and it is our best hope that our residents, businesses, Ðeryices, clubs, and non-profit organizations will choose to become involved in supplrting the members of this militaryunitwho are serving ourcountry abroad ortosupporttheiffamilies iwhile they are away; I NOW, THËREFORE, THE ClrY GOUNCIL OF THË CITY OF SAü.1 JUAN GAPISTRANO DOES HEREBY RESOLVE, DETERMINE, AND ORDER AS FOLLOWS: Section 1, The foregoing recitals are true and correct. I ! Section 2. The City of San Juan Capistrano does hereby officiatly adop{the First Battalion, 11th Marine Regiment, United States Marine Corp¡s, Camp Pendleton. Section 3. On behalf of the residents of San Juan Capistrano, the wishes to wholeheartedly convey its deepest appreci and ially the whose a$ an gratitude to the men and women of the Armed Forces, ñembers of the First Battalion, 11th Marine Reg esp dedication, love of country, courage and bravery se inspiration to us all. August 15,2006 Council t SP Pagø 1 of 2 ATTACHMENT 1 Section 4. This resolution shall take effect immediately upon its adoption PASSED, APPROVED, AND ADOPTED this 15th day of ust, DAVID SW N, MA R o CITY CLERK STATE OF CALIFORNIA ) ÇOUNTY OF ORANGE ) SS. clTY OF SAN JUAN CAPITTRANO ) t, MARGARET R. MONAHAN, appointed City Clerk of the City of San Juan Capistrano, do hereby certify thatthe foregoing Resotu¡on No.06-08-15{1was dulyadopted bythe C_itvCouncilof the Ci$of SanJuan Capistrano ãt a Regutar meetìng thereof, held the 1Sih day of August 2006, by the following vote: AYES: NOES: ABSE UNCIL U RS:Hart, Bathgate, Allevato, Soto and Mayor Swerdlin None None ER: ER: R lerk Page 2 of 2 August 15,2006 SP August 1,2016 Derek Reeve, Council Member CITY OF SAN JUAN 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 lst Battalion, l lth Marines (1/11) 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 of Søn Juan Capistrano and Homefront AmerÍcø has value and would bring increased benefit to 1/1 I 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 of the City's adopted "Cannon Cockers." Respectfully, Mamie Yong Maywhotl, Co-Founder Homefront America, Inc. ATTACHMENT 2 Section I: General Information o Homefront America is a California nonprofit public benefit corporation organized under the Nonprofit Public Benefit Corporation Law for charitable purposes, r The organization was incorporated on July 5, 2005 and is an all-volunteer military outreach and suppo( organization; with headquarters at31877 Del Obispo., Ste 101, San Juan Capistrano. r The organization provides year-round suppoft to members of our armed services and their families; with programs focused on meeting the social, emotional, and physical well-being of their children. o Internal Revenue Service: Tax Exempt #: 54-2178448 . Franchise Tax Board - Tax Exempt#: 2767713 o Attorney General's Office, Registry of Charitable Trusts - Registration #: CT-128819 Section II: Current L/lL program support 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 iCure Kits filled 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 Adidas and other backpacks filled with grade specific school supplies for the children. Farnily Day at BOOMERS lrvine. Families are norninated by the command. Annual aftendance at Heroes Nite Out. 20 to 30 l/1 I guests. Gourmet spiral cut ham dinners for families at Christmas Toys and Gift Bags for the children at Christmas Last, but not least, additional support are provided upon request Section III: Newlv pronosed 1/11 program support Homefront America would not duplicate its existing suppoft for 1/1 I under the proposed MOU, but will work collaboratively 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 1/11 Marines and NCO of the quarler . Sponsor dinner for 1 / I 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. 100% of proceeds from the bake sale will go directly to the 1/l 1 fund. . Outreach for a variety 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 1/11 under the proposed MOU. However, the City shall assist Homefront America with in-kind support such as eBlast announcements; access to copy services; complimentary canopies, tables, and chairs for events that benefit 1/1 1 , If necessary, the City shall also provide the use of facilities, if available, for Homefront America volunteers to hold 1/11 meetings, assemble 1/l I packages, and any other 1/11 needs. Furthermore, the City shall dedicate space on its website to recognize 1/1 1 as the City's adopted battalion with contact information listed. Last, but not least, the City shall assign a liaison between Homefront America and the City. I Section IV: Field of Honor tn consi¿eration foi iie*s listed in Section III, Homefront America shall organize a Fiekl of Honor@ public flag display consisting of several hundred American flags to honor active duty rnilitary, veterans, and first responders. As the event sponsor, Hornefront America shall bear the following costs: r Field of Honor license fee . Flags and their related components, including all ancillary material r Media list directories o 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 (1 1) calendar days in the month of May. One (1) day for flag postings, one (1) day for flag removal, and nine (9) days for public enjoyment at no charge. On the last Monday in May (Mernorial Day), Homefront America shall host a special Memorial Day remembrance cerelnony. 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: o A full fee waiver for the I 1 days use of Los Rios Park o Banner to promote Field of Honor aTlhe intersection of Los Rios Street and Camino Capistrano o Provide night lighting for the flag display . Provide electrical source for public address system ¡ Prolnote the Memorial Day ceremony via the City's eBlast o Set-up chairs and tables for guests at Memorial Day ceremony o Set-up stage for speakers Note: Homefront America shall provide the public address system and all related components. Section V: Veterans Day Tribute In consideration for items listed in Section III, Homefront America shall assist VFV/ Serra Post 3801 , if needed, with their Veterans Day Observance Ceremony. Section VI: Standard Operating Procedures Homefront America shall operate independently from the City, and shall follow the organizatiot-t's existing policies and standard operating procedures in conducting 1/1 1 business. The City has no jurisdiction, nor shall it asserl itself in the existing day{o-day operation of Homefront America. Section VII: 1/11 Fund Account r To ensure transparency and accurate accounting ofall transactions, a separate l/1 1 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, o Both entities shall be provided with a copy of the monthly bank statement. o The account shall not have on-line paynent 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. o 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. Section VIII: Renewal,Option ¡ Both parties agree this MOU shall be in effect for a one year period, and reviewed at each anniversary date. 3