Title
Resolution Authorizing the Acceptance of a Gift of a Sensory Activation Vehicle Valued at $50,000 from the Coliseum Central Business Improvement District, Inc., Pursuant to City Code § 2-134
Purpose
PURPOSE/BACKGROUND:
The Coliseum Central Business Improvement District, Inc. (the “Coliseum BID”) wishes to provide a new community service for citizens with special needs. For this purpose, the Coliseum BID purchased a custom-built “Sensory Activation Vehicle” at a cost of $50,000 from KultureCity, an Alabama nonprofit corporation, recognized by the Internal Revenue Service as a 501(c)3 tax exempt organization, that is dedicated to promoting inclusivity.
The Sensory Activation Vehicle, an enclosed, pull-behind trailer, includes a variety of custom-built, sensory-play elements, where individuals on the autism spectrum or with other sensory needs can find respite when over-stimulation occurs such as during public festivals and events. The trailer also provides calming, focused play opportunities for children of all abilities. The trailer includes branded, exterior graphics promoting the Coliseum Business Improvement District (the “District”), the City of Hampton, and KultureCity.
The Coliseum BID wishes to donate the Sensory Activation Vehicle to the City of Hampton for the purpose of making it available to a wide audience of event organizers and other interested groups, upon the conditions the City undertake ownership, be responsible for maintenance and operation, and manage reservations of the Sensory Activation Vehicle; the Coliseum BID receive up to six (6) free daily reservations each calendar year; the Coliseum BID receive a priority reservation request window (November 1 - December 31, each year) to submit reservation requests prior to the City accepting public reservations, starting January 1; and the businesses and organizations located within the District receive a fifty-percent (50%) discount on the daily reservation fees.
Any and all ownership and maintenance decisions, including but not limited to repairs for damage to the Sensory Activation Vehicle and wrap replacement, shall be made at the sole discretion of the City. Should the City provide wrap replacement to the Sensory Activation Vehicle, the City shall consult with the Coliseum BID regarding the Coliseum BID graphics to be included. Other than as noted above regarding the use of the Sensory Activation Vehicle and the reservation procedures, the City shall not have any further responsibilities or obligations to the Coliseum BID as a result of the donation.
To document the conditions associated with the donation, the City and the Coliseum BID shall enter into a Memorandum of Understanding.
City staff have reviewed the conditions and identified the resources necessary to accommodate and manage this donation in the manner intended.
Pursuant to Hampton City Code Section 2-134(a), gifts to the City of tangible personal property valued at five thousand dollars ($5,000.00) or more shall be approved by City Council, by appropriate motion duly recorded in the Council minutes, before such gifts shall be deemed to have been accepted by the City. Additionally, any conditions pertaining to such gift shall also be recorded in the City Council minutes.
Discussion:
See Purpose/Background above.
Impact:
The Coliseum BID is proposing to donate a Sensory Activation Trailer, valued at $50,000, for use in serving citizens with special needs.
Recommendation:
Rec
Approval of the Resolution.
Body
WHEREAS, the Coliseum Central Business Improvement District, Inc. (the “Coliseum BID”) has generously offered to donate a sensory activation vehicle (the “Vehicle”), valued at $50,000, which is designed to provide focused play and respite opportunities for citizens with special needs, to the City of Hampton, Virginia (the “City”);
WHEREAS, as conditions of the gift, the Coliseum BID has requested that (1) the City undertake ownership of the Vehicle and be responsible for its maintenance and operation, as well as manage reservations for the Vehicle; (2) the Coliseum BID receive up to six (6) free daily reservations each calendar year; (3) the Coliseum BID receive a priority reservation request window (November 1 - December 31, each year) to submit reservation requests prior to the City accepting public reservations, starting January 1; and (4) the businesses and organizations located within the Coliseum Central Business Improvement District (the “District”) receive a fifty-percent (50%) discount on the daily reservation fees;
WHEREAS, the City and the Coliseum BID shall enter into a Memorandum of Understanding (“MOU”) to further detail such conditions and reservation procedures;
WHEREAS, Hampton City Code Section 2-134 requires that the City Council of the City of Hampton approve donations of tangible personal property valued at $5,000.00 or more before such gifts shall be deemed accepted; and
WHEREAS, the City wishes to engage and serve citizens with special needs in order to promote public wellness in a manner inclusive for all and staff has determined that acceptance of this conditional gift is in the best interest of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hampton, Virginia as follows:
1. That the donation of the sensory activation vehicle, valued at $50,000, from the Coliseum Central Business Improvement District, Inc. (the “Coliseum BID”) is accepted as authorized by Hampton City Code Section 2-134;
2. That the conditions pertaining to this donation shall be recorded in the City Council minutes as set forth in Hampton City Code Section 2-134(a) and incorporated in a Memorandum of Understanding (“MOU”) between the City and the Coliseum BID;
3. Any additional sums needed for the purpose of managing services related to this donation will be appropriated from the fund balance to the appropriate City department(s) as determined by the City Manager or her authorized designee;
4. The City Manager or her authorized designee is authorized to execute the MOU with the Coliseum BID, subject to the review and approval of the City Attorney.