CITY OF SIMI VALLEY MEMORANDUM

CITY OF SIMI VALLEY MEMORANDUM AGENDA ITEM NO. Consent (5) January 29, 2018 TO: FROM: City Council Department of Community Services SUBJECT: AUTHORIZATION TO CONTINUE WITH THE APPLICATION FOR, AND ACCEPT IF AWARDED, THE 2018 UNITED STATES GREEN BUILDING COUNCIL LOS ANGELES LEGACY PROJECT GRANT FOR THE SIMI VALLEY PUBLIC LIBRARY CHILDREN S NATIVE PLANT GARDEN AND APPROVAL OF A SUPPLEMENTAL BUDGET REQUEST STAFF S RECOMMENDATION It is recommended that the City Council authorize staff to continue with the application for, and accept if awarded, the 2018 United States Green Building Council Los Angeles (USGBC-LA) Legacy Project grant for the Simi Valley Public Library Children s Native Plant Garden and approve a Supplemental Budget Request CITY MANAGER S RECOMMENDATION The City Manager recommends approval. BACKGROUND AND OVERVIEW The City assumed operation of the Simi Valley Public Library in 2013, and as part of ongoing efforts to best meet the community needs, staff is continuously looking at how to reinvent underutilized space. The City has seen success with the repurposing of multiple spaces within the Library including the transformation of the children s area by removing the stage and creating an open activity space, and the development of a business center in an underutilized room. Staff has identified an opportunity to repurpose the underutilized patio off the children s section of the building as a Native Plant Garden, a low water use ADA-inclusive learning space and garden for children, families, caregivers, and educators. It is the goal of the Community Services Department to fund completion of this project through grant opportunities, donations, and fundraising efforts in collaboration with local non-profit groups. Staff has identified a grant to assist with these efforts, the 2018 USGBC-LA Legacy Project grant. The grant application is included as Attachment A, page 4. SR2 - Library 01-18

2 Staff submitted the application, and the City was one of three finalists selected to present the project to the United States Green Building Council Los Angeles. The USGBC-LA will be publicly announcing the recipient of the 2018 Legacy Project grant in early February, 2018. FINDINGS AND ALTERNATIVES The garden enhancements include the purchase of native plant material, upgraded irrigation systems designed for water conservation, educational materials, and interactive learning areas. This inclusive garden will offer a safe and engaging space for children, teachers, caregivers, families, and library staff, with a wide range of benefits including educating the public on water and resource conservation, the benefits of native plant gardening, and to encourage participation in outdoor programs. Staff identified the 2018 USGBC-LA Legacy Project grant as an opportunity to fund the majority of this project. Should the City be selected as the grant recipient, the Legacy Project provides the City of Simi Valley with a project completion deadline of October 2018, and ribbon cutting ceremony to follow. Fiscal Impact If the City is awarded the grant funding, the grant revenues would be new revenue, therefore staff also recommends the approval of a supplemental budget request. A conceptual project design was drafted in spring 2017. Based on the conceptual design, the base project costs are estimated at $27,500. City staff would be contributing in-kind expense in the removal of existing plant material and in the preparation and installation of the new plant material, and all other expenses for the base project will be covered through the Legacy Project grant funds. The Simi Valley Public Library s community partners have also expressed their support for the Garden Project, and are interested in contributing funding and volunteer support. Any additions to the base project will be covered by support from community partners. Due to the time sensitivity of the application, staff moved forward with the submission and is seeking City Council authorization to accept funding should the City be selected as the grant recipient. Should the City Council direct the City not to pursue this grant, staff will notify the USGBC-LA appropriately and rescind the grant application, forfeiting the opportunity to receive $20,000 in revenues for the project. The Garden Project will not move forward until sufficient funding is secured. SR2 - Library 01-18

3 The following alternatives are available to the City Council: 1. Authorize staff to continue with the application process for, and accept if awarded, the 2018 United States Green Building Council Los Angeles Legacy Project grant and approve a Supplemental Budget Request; 2. Direct staff to rescind the grant application and therefore forfeit the potential revenues of $20,000 from the 2018 United States Green Building Council Los Angeles Legacy Project grant; Staff recommends Alternative No. 1. SUGGESTED CITY COUNCIL MOTION I move to authorize staff to continue the application process for, and accept if awarded, the 2018 United States Green Building Council Los Angeles Legacy Project grant and approve a Supplemental Budget Request. SUMMARY The City has applied for $20,000 in grant funding through the 2018 USGBC-LA Legacy Project to repurpose an underutilized patio off the children s section of the Simi Valley Public Library as a Native Plant Garden, which will be a low water use, ADA-inclusive learning space and garden for children, families, caregivers, and educators. It is recommended that the City Council authorize staff to continue with application for, and accept if awarded, the 2018 USGBC-LA Legacy Project grant and approve a Supplemental Budget Request Prepared by: Kelly Tinker, Management Analyst Sommer Barwick Community Services Director INDEX Page Attachment A USGBC-LA Legacy Project Grant Application... 4 SR2 - Library 01-18

4 ATTACHMENT A UNITED STATES GREEN BUILDING COUNCIL LOS ANGELES 2018 LEGACY PROJECT APPLICATION SUBMISSION Project Title: Children's Native Garden at the Simi Valley Public Library Project Location: Simi Valley Public Library, Simi Valley, CA Project Vision (50 words max): To bring a natural, native garden to the community of Simi Valley, with the opportunity for education on the importance of native landscaping to reduce water consumption and promote sustainability, encourage natural wildlife, and to help inspire the members of the community to do more to conserve natural resources Citywide. Project s target audience (50 words max): The Library Garden Project hopes to reach all walks of life in our Simi Valley Community, and will be accessible to families with children of all ages, available for educational programs, open to nature and conservation enthusiasts, and our regular Library patrons just looking to enjoy the quiet, beautiful space. How will the target audience benefit from the proposed project? (50 words max): The Garden Project will be using plants native to our Southern California ecological community. Native plants create sustainable ecosystems perfectly matched to their location and the creatures that live within the ecosystem's boundaries. Our native garden will help to educate our community on the importance of water conservation and sustainability. How does the proposed project fit within the existing neighborhood fabric and address a need that is not currently met? (100 words max): We are a community with passion and an eagerness to do good, and to effect positive change on the ever-changing world around us. The Library Garden Project will help to serve our community in the same way, providing residents with opportunities to learn about the importance of conservation, of sustainability, and of making healthy connections with the natural environment we live in. By establishing hearty and efficient drought tolerant garden landscapes that are easily scalable and replicated, we will help our community create beautiful and efficient natural spaces that support our area's plants and wildlife and conserve our valuable resources.

5 Lead Organizer (200 words max): Emily Habib City of Simi Valley - Community Services Division Neighborhood Council Coordinator Emily Habib is Simi Valley's Neighborhood Council Coordinator, she manages the program and oversees all Neighborhood Council activities. The Neighborhood Council program is a conduit between the City and residents, allowing residents to advise the City Council on development projects, resident concerns, and other matters on which the City Council has specifically requested their input. In addition to Emily's community oriented position with the City, she has extensive experience working with garden and landscape design and has been working with the Theodore Payne Foundation to help design the Children's Garden Project at the Simi Valley Library. The garden design will create beautiful natural space in the new garden setting, using native plants that are drought tolerant, low maintenance, and will help to reduce the community's carbon footprint while allowing for animals and insects to thrive in their natural habitats. Emily's passion for plants and landscape design has helped to bring the dream of the Children's Garden Project at the Simi Valley Library closer to becoming a reality, and she looks forward to continuing to manage the project from planning through its completion. Team Member 1 (200 words max): Kelly Tinker City of Simi Valley - Community Services Division Management Analyst Kelly Tinker came to the City of Simi Valley as a Code Enforcement Officer in 2014, and has recently taken on a new position as a Management Analyst within the Community Services Department, assigned to serve the Simi Valley Library and other community programs. Kelly will be helping to manage and coordinate the Children's Garden Project at the Simi Valley Library, helping to ensure that it is completed according to schedule and stays on budget. Kelly will be working alongside Emily Habib with the City of Simi Valley, as well as the Landscape Designer, Lisa Novick, of the Theodore Payne Foundation, and will manage the use of City staff and resources to ensure the dream of the Children's Garden Project at the Simi Valley Library is realized in 2018. Team Member 2 (200 words max): Lisa Novick Landscape/Garden Designer Director of Outreach Theodore Payne Foundation Lisa Novick of the Theodore Payne Foundation is responsible for the creation of our beautiful garden design, and the selection of native plants that will be used to create the wonderful natural space for all to enjoy. Lisa Novick earned a BA in philosophy from UCLA and a Professional Clear Multiple- Subject Teaching Credential from CSULA. She joined Theodore Payne Foundation in September 2007. Lisa designed, implemented and expanded our Volunteer Rewards Program and innovative K-12 curriculum. She is also a published writer and blogs for the Huffington Post. She enjoys backpacking and remote camping and particularly loves the aroma of California bay laurel. SR2 Library 01-18

6 Describe how the Project Criteria is addressed by the project (400 words max): The Children's Garden Project at the Simi Valley Library covers all of the different criteria requirements, as described below: Deliverable on budget and on time: Our project is scheduled for completion in September of 2018, and will be completed on time and on budget through use of City staff and resources, with in-kind absorption of some of the expense. Addresses water stewardship and/or education: Our Garden Project is designed using native plants to create a space that is drought tolerant and water/energy efficient, and low maintenance. The garden will have educational materials throughout to inform the public of various native plants best suited for specific areas, and tips on water conservation. It will also contain white boards for class discussion and additional learning opportunities for the entire community. Serves varied socio-economic backgrounds/community supported: The Simi Valley Library receives thousands of visitors each year, from a wide variety of backgrounds, and has the full support from the community. All members will be welcome to enjoy the garden and learn how to create sustainable living spaces in their own lives. Contains an educational aspect: The Garden Project will have a wide variety of educational opportunities, as it will serve to teach visitors how to conserve resources, and create beautiful sustainable living spaces. Project location is publicly accessible: The garden will be located at the Simi Valley Public Library, and will be open to all members of the public. Permanent and enduring: After a short establishment period, the Garden Project will thrive with very little maintenance, and very little cost, with plants and materials that are hearty and drought tolerant. Easily maintained over time: The Garden Project will require little to no maintenance once the plants have been established. Scalable: Part of the educational aspect of the Garden Project will be to provide information on how to implement similar designs, and show the community how to create these native, natural spaces on their own in small backyards or in other public places like parks or shopping centers. Inspirational: The garden project will serve to inspire the community to look at the space around them and find other ways to be more creative, to conserve more, and to use less of our earth's valuable natural resources. Vibrant: Natural space created using native plants and vegetation will beautify the area and have flowers year round. Why was this location selected and how does this project contribute to the greening of the local community? (200 words max): The Children's Garden Project at the Simi Valley Library capitalizes on a unique opportunity, taking a wonderful location in the community's Public Library, already a cornerstone of the community of Simi Valley, and creating a beautiful natural space that SR2 Library 01-18

7 supports local ecology, conserves natural resources and invites local wildlife in the form of bees, birds and insects. The local community can visit and learn all about the various plants and animals that make up our local ecosystem, and how the use of native landscape design helps to reduce water use, reduce the use of pesticides, promotes sustainability, and requires less maintenance than other types of garden and landscape options. The Garden Project will be open and accessible to the public during library hours, and library patrons can enjoy the beautiful space, and gain inspiration for their own native plant landscaping designs. Describe the potential growth and future opportunities of the project (200 words max): The Children's Garden Project at the Simi Valley Library will be easily scalable and can be replicated throughout our community, encouraging businesses, public parks, homeowner's associations and private property owners to apply the same design concepts and use of native plants in their own gardens and open spaces, allowing for a city-wide reduction in water use and pesticides, lower maintenance costs, and encouraging local wildlife to thrive. Describe any past projects your organization has undertaken that are similar to the one proposed. Include the role played in the past project. (200 words max): The City of Simi Valley is also in the process of redesigning the landscaping around City Hall buildings and parking areas, and is using drought tolerant plants and landscaping designs with additional rock beds and swales. The design allows for the recapturing of rainwater and runoff, requires much less water for irrigation and less overall maintenance, and offers improved aesthetics in a beautiful natural landscape design. SR2 Library 01-18

8 EXHIBIT X- PROJECT SCHEDULE Schedule Milestone Dates- to be completed by all proposers Please provide more detail if needed with additional timelines as appropriate to your project. The below information is required to be completed at a minimum. Milestone activity Duration Start Date Finish Date 1 Planning of project 6 months 05/01/2017 11/01/2017 2 Required Planning approvals from Legacy Committee 2 months 11/20/2017 01/08/2018 3 Required Planning jurisdictional approvals if applicable N/A 4 Required Community engagement (if applicable) N/A 5 Design Development 6 months 05/01/2017 11/01/2017 6 Required Design approvals from Legacy Committee Allot a minimum of 1 week 01/08/2018 02/01/2018 7 Required any and all jurisdictional permits (as applicable) N/A 8 Ground Breaking Spring 2018 04/01/2018 9 Construction Commencement 5 Months 04/01/2018 09/15/2018 10 Construction Completion September 15, 2018 09/15/2018 11 Ribbon Cutting / Dedications (as applicable) October 1, 2018 10/01/2018

9 Children's Garden Project at the Simi Valley Library Item No. Item Description Quantity Unit Cost Bid Price DEMOLITION $2,186 1 Clearing & Remove existing plants (preserve Koetreuteria) 1,416 sq/ft $1 $1,416 2 Clean walls / pillars to receive new paint 770 sq/ft $1 $770 AMENITIES AND FEATURES $1,000 3 Butterfly and Insect Houses (Hanging and on stakes) 10 $25 $250 4 Heavy Laminate Museum Quality Plant and Insect Information Sheets 25 $12 $300 5 Whiteboard Easels - Moveable for Teaching / Classroom Instruction 3 $150 $450 IRRIGATION $6,464 6 Irrigation - 2 ea. Irrigation Wells in Individual Planters (Hand Filled) 8 $100 $800 7 Irrigation (Tie into existing controller) - - $5,664 PLANTING $12,512 8 Plant Material, per design 78 - $1,500 9 Planting (Existing Groundplane Planters) 1,416 sq/ft $7 $9,912 10 Planting (New Movable Planters) 4 $150 $600 11 30 days of Plant Maintenance during Establishment Period - - $500 DESIGN FEE $1,826 12 Theodore Payne Foundation - Design Development / Drawings / Bidding / Admin $1,826 Subtotal $23,988 Contingencies 15% $3,598.20 Total Cost $27,586

10 EXHIBIT Z- MAINTENANCE AND OPERATIONS (M&O) COST ESTIMATE M & O Cost Estimate- to be completed by all proposers Please provide more detail with additional cost data to support your assumptions for your project. The below information is required to be completed at a minimum. Length of M&O timeframe should be determined by the project team Fund Source: List Name of Companies Donations Grants Other City of Simi Valley - In-kind expense, City Staff to provide ongoing maintenance Yearly total M&O cost - Year 1-5 $500 Yearly total M&O cost - Year 6 onwards $500