TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Ted Semaan, Interim Public Works Director
Gilbert Gamboa, Acting City Engineer
Erika King, Senior Management Analyst
SUBJECT:Title
Consideration of City Authorization for the 2025 Rotary District 5280 Grant Application Submittal for the Manhattan Beach Pollinator Habitat Project (No Budget Impact) (Interim Public Works Director Semaan).
APPROVE
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council authorize the Rotary Club of Manhattan Beach's 2025 Rotary District 5280 Grant application submittal and direct the Rotary Club to submit a detailed project proposal to the Council addressing the site background, scope of work, fiscal implications, long-term maintenance, and City liability.
FISCAL IMPLICATIONS:
There are no fiscal implications associated with the recommended action. If the project advances, staff will return with a cost analysis addressing potential in-kind City contributions consistent with other municipalities that provided logistical support and site access for similar projects.
BACKGROUND:
The Rotary Club of Manhattan Beach has requested City authorization to proceed with a 2025 Rotary District 5280 submittal of a Grant application for a Pollinator Habitat Project located on City property adjacent to the Downtown Post Office Annex located at 425 15th Street. This initiative would install California native plants and interpretive signage to support pollinators and enhance the site's beauty.
Staff is seeking Council direction to consider authorizing a City Letter of Support signed by the City Manager for a grant application by the Rotary Club with an October 30, 2025, deadline.
The Rotary Club of Manhattan Beach submitted a request for City participation in support of the 2025 Rotary District 5280 Grant. On September 16, the Mayor and Mayor Pro Tem requested that the Rotary Club's matter be added to a future agenda. On October 7, 2025, the Mayor and Councilmembers introduced the request, received a third vote to place the item on a future agenda, and directed staff to prepare this report for the October 21, 2025, meeting.
The Rotary District 5280 Grant Program is a community service funding initiative administered through the Rotary Foundation that supports short-term, local humanitarian projects implemented by Rotary Clubs within the Los Angeles County District 5280. Eligible projects must demonstrate clear community benefit, measurable outcomes, and sustainability beyond the grant term. Participating clubs are required to complete annual grant training, maintain financial compliance, and submit a detailed application outlining the project description, community impact, sustainability plan, and partner organizations.
For the 2025 grant cycle, applications are due by October 30, 2025. All projects must be completed and all funds must be expended by December 31, 2025. Grant awards are usually issued on a reimbursement basis, and sponsoring Rotary Clubs are required to provide a minimum cash match based on the size of the club, ranging from $250 to $750. Each grant application must include a post-implementation report that documents the outcomes, expenses, and includes photographs. The program emphasizes collaboration with local jurisdictions and community organizations, such as the City of Manhattan Beach, to ensure that site authorization, maintenance agreements, and public benefits are established prior to funding approval.
According to Rotary grant procedures, municipal authorization is necessary from the landowner before submission. At this initial stage, the City’s support would be expressed through a Letter of Support. This letter would acknowledge that the City of Manhattan Beach, as the property owner, is a willing partner in the proposed habitat project. It would also authorize the Rotary Club to include the City’s endorsement in its 2025 grant application. If the grant is awarded, the Rotary Club will return to the Council with a detailed proposal that outlines the fiscal impacts, project scope, and long-term maintenance responsibilities before implementation.
DISCUSSION:
The Manhattan Beach Pollinator Habitat Project proposes to install and maintain a California native plant habitat for butterflies and pollinators at the Post Office Annex, including interpretive signage to educate the public on native plant ecology and pollinator protection. Community partners such as the South Bay Parkland Conservancy, Manhattan Beach Botanical Garden, and Leadership Manhattan Beach may assist with implementation and stewardship.
The 2025 Rotary District 5280 Grant supports small-scale community service projects. The application requires confirmation of City authorization by October 30, 2025, and a signed letter of agreement or support between the City and Rotary before project start. At this stage, the City will authorize the Rotary Club to pursue the grant application and issue a Letter of Support; no construction, funding, or long-term maintenance commitments are being made at this time.
The identified project site also includes two existing community installations: a Sustainable Garden established by the Leadership Manhattan Beach Class of 2012 and a plaque commemorating the 1984 Olympic Games, contributed by the citizens of Manhattan Beach. These existing features will require consideration for preservation, integration, or relocation as part of any future site design. Any subsequent proposal will undergo staff review to evaluate design compatibility, site coordination, and overall maintenance planning before returning to the City Council for approval.
CONCLUSION:
Approval of this item will authorize staff to issue a Letter of Support for the Rotary Club’s 2025 grant application. If the grant is awarded, the Rotary Club will return to the City Council with a detailed proposal outlining the project scope, funding impacts, and long-term maintenance responsibilities for consideration. Before any recommendation for final project approval, staff will evaluate the fiscal implications of long-term maintenance obligations. Any future proposal will also require staff review of design compatibility and coordination with existing site features before being presented to the Council for approval.
Staff recommends that the City Council authorize City participation in the 2025 Rotary District 5280 Grant application for the Pollinator Habitat Project and direct staff to return with a comprehensive project analysis once Rotary finalizes design, scope, and funding details.
PUBLIC OUTREACH:
The Rotary Club has conducted preliminary outreach through the City Council and local community groups, including the South Bay Parkland Conservancy, the Manhattan Beach Botanical Garden, and Leadership Manhattan Beach. Additional outreach will occur prior to implementation.
ENVIRONMENTAL REVIEW:
The proposed action authorizing conceptual support for a grant application does not constitute a project under CEQA, as it does not directly result in a physical change to the environment. Should the project move forward, appropriate CEQA review will be conducted prior to implementation.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary. Legal review of the draft agreement or Letter of Support will occur once the Rotary Club provides a formal partnership document.
ATTACHMENTS:
1. Rotary Club of Manhattan Beach 2025 Grant Proposal Summary
2. Draft Letter of Support from City of Manhattan Beach