REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Eric G. Parra, Interim City Manager
VIA: Ashley Wysocki, Director of Community & Library Services
PREPARED BY: Jessica Framson, Community & Library Services Manager
Subject:
title
Approve and authorize execution of a Memorandum of Understanding between the City of Huntington Beach and the American Legion Huntington Beach Post 133 for the use of City Facilities and provision of Veterans Services
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Statement of Issue:
The American Legion Huntington Beach Post 133 (POST 133) aids in the lives of veterans and transitioning service members by filing claims for the many benefits available to them through the Department of Veterans Affairs and provides valuable service to veterans within the city and its surrounding communities. There is a need to memorialize the relationship with POST 133 through a Memorandum of Understanding (MOU).
Financial Impact:
Not applicable.
Recommended Action:
recommendation
Approve and authorize the Mayor and City Clerk to execute the Memorandum of Understanding between the City of Huntington Beach and the American Legion Huntington Beach Post 133 for the use of City facilities and provision of Veterans Services.
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Alternative Action(s):
Do not approve the recommended action and direct staff accordingly.
Analysis:
POST 133 is a non-profit corporation that provides valuable transitioning services to veterans within the City of Huntington Beach and its surrounding communities by assisting service members by filing claims and other benefit programs through the Department of Veterans Affairs.
In support of these valuable services, the City Council wishes to formally establish a longstanding partnership with POST 133 for the use of the Central Library for their Resource Center that began in 2018.
The purpose of this MOU is to address the responsibilities of each of the parties related to the use of available space at the Central Library located at 7111 Talbert Avenue. The proposed MOU has a five-year term, with the option to renew for an additional five-year term upon written mutual consent.
A summary of the main obligations of both the CITY and POST 133 are listed below.
Obligations of the CITY
• Shall provide, at no cost to POST 133, the use of a dedicated space at the Central Library, for the Veterans Resource Center (VRC).
• Shall support technology needs for the VRC including access to computer(s), fax, printer, etc., and any other technology needs, as applicable.
• Will provide, at no charge, meeting rooms for VRC programs.
• Shall support POST 133 and VRC volunteers in providing veteran focused programming, to including room facilitation, calendaring, and creation of promotional materials.
• Staff will assist POST 133 by providing in-house printing of brochures, flyers, and other printed promotional materials for the VRC not to exceed a total amount of twenty-four thousand (24,000) four-color ink pages per calendar year. In the event that outsourcing of printing becomes necessary, POST 133 will become responsible for their own printing. Promotional materials (such as bags, pens, notebooks, etc.) are at the sole cost and expense of POST 133.
• Shall provide basic office supplies as needed by the VRC. Items beyond those provided are at the sole cost and expense of POST 133.
• Shall promote VRC through the Library website, calendars, and other CITY resources, with approval of content by the Director of Community and Library Services or their designee.
Obligations of POST 133
• Shall provide volunteers and work with LIBRARY Staff to train volunteers to assist veterans at the VRC.
• Shall work with LIBRARY Staff to ensure volunteers complete applications and forms as required.
• Shall work with LIBRARY Staff to design veteran focused programming.
• Shall attend special events to help promote the VRC and assist in promoting VRC events through veteran networks.
• Shall assist the LIBRARY in collecting statistics on volunteers and participants.
• May directly collect contact information from patrons and event participants at VRC events. In keeping with California Law regarding public records and library patron confidentiality (CA Government Code 7297.105©), patron information including event registration names and email addresses will not be shared with non-Library staff.
Environmental Status:
Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Non Applicable - Administrative Item
Attachment(s):
1. Memorandum of Understanding between the City of Huntington Beach and the American Legion Huntington Beach Post 133 for the use of City facilities and provision of Veterans Services.