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arise. The city has also agreed to provide a brochure illustrating the various naming recognition opportunities. Through the MOU, the City Manager has the authority to approve or deny donations and the city agrees to track all donations and assume responsibility for producing and affixing all plaques. Major donors will be required to enter into a sponsorship agreement setting forth the placement and duration of their naming recognition. All donations will be considered charitable contributions to the city, with tax deduction documentation issued by the Finance Department as is consistent with the city's Gift Acknowledgement Policy. While staff feels this type of cooperative effort is appropriate at this time, a 501(c)(3) or other sort of nonprofit may be a viable alternative in the future. During the term of the 10 years following opening of the park, the city agrees to not assess field usage fees on the sports groups of visiting teams attending a tournament from one of the participating groups. City staff will also allocate field usage in accordance with the city's Field Usage Policy, with no preference given to participants of the process or endorsement made to any particular donor. Mr. Bocian noted that all participants have signed on to the MOU and are very excited to begin work on the fundraising campaign. He thanked all of the sporting groups for their effort in this process, particularly Greg Jetter and John Asmussen. He provided a project update, stating that the final construction drawings are approved and the project is scheduled to go out to bid on December 22, 2014. With that in mind, staff plans to bring the award back to the City Council on February 17, 2015 for consideration. The bid package will include a number of alternates, or components that may be constructed at a later date depending on total cost, which include the oak woodland amenities, a shade structure over the primary bleachers and several other amenities. Soils continue to be a focus, with the project requiring the import of almost 130,000 cubic yards of soil. Staffs most recent calculations indicate that 70,000-80,000 cubic yards has been secured, with a commitment to provide 50,000 cubic yards by March 15, 2015. Mayor Thorne requested confirmation that while a group not participating in the MOU will still be allowed to use the fields under the city's current policies; they will be subject to a significant fee. Mr. Fialho explained that while it will ultimately be up to the Council, staff is operating under the assumption that non-participating organizations would be required to pay usage fees. He concluded the staff presentation, stating that while the city is relying on the sports organizations to raise $2 million over what is potentially a 10-year period, the city will be financing the reminder of the $16.5 million project. He explained that the city will essentially be borrowing from itself to accomplish this, using the rather healthy reserves set aside to fund various services including capital improvements and repair and replacement, and repay itself over the next 10 years from the donations and sponsorships that come in from the fundraising efforts. Mayor Thorne asked staff to discuss the project in the context of current drought conditions. Mr. Bocian explained that the admittedly significant number of trees planted in the oak woodland area will hand watered with recycled water before being ultimately left to grow in the natural environment. For the sports park portion of the project, all landscaping (with exception of a smaller grass area deemed necessary for player warm-up and other activities) is identified as an alternate bid. Depending on the drought situation, the Council may elected to award the contract without the landscaping alternative, which could be completed at a later date. Vice-Mayor Pentin asked if the MOU addresses the situation where one or more of the participating groups have failed to pay their fair share at the end of the 10 year period. Mr. Bocian said there is no specific discussion of this within the MOU, but his sense is that staff would continue to work with the groups in a cooperative fashion to reach a resolution. City Council Minutes Page 6 of 14 December 2, 2014