POINT ARENA CITY COUNCIL
AGENDA ITEM SUMMARY
AGENDA ITEM: IX C
MEETING DATE: 12/16/2025
TITLE
Memorandum of Understanding (MOU) Between the City of Point Arena and the Arena Cove Stewards.
RECOMMENDED ACTION
1. Approve the MOU as presented.
2. Approve the MOU with Council-recommended modifications.
3. Decline to approve the MOU and provide direction to staff.
ANALYSIS
The Arena Cove Pier is a critical community asset, serving local fishermen, residents, and visitors. The Arena Cove Stewards (ACS) have historically provided volunteer support, helped coordinate community events, and participated in fundraising activities that benefit the fishing pier and Cove area. To date they have been awarded ~1.5 million dollars of grant funding which has directly benefited the City of Point Arena.
To ensure clarity, coordination, and accountability between the City and ACS, staff and ACS leadership jointly drafted an MOU outlining roles, responsibilities, communication protocols, and financial management expectations. This agreement is intended to support interdependency, transparency, consistency, and compliance with municipal procedures—particularly in relation to Cove project approvals, grant administration, and event oversight.
FISCAL IMPACT
The MOU does not create direct fiscal obligations. Any Cove project, grant activity, or event requiring City resources will undergo separate review and approval at the time of proposal. Grant-related administrative reimbursements must offset staff time spent on project management and compliance.
ATTACHMENTS
1. MOU Arena Cove Stewards
CITY MANAGER SIGNATURE
_________________________________
Molly C. Haviland, City Manager
1 MOU City of Point Arena and Arena Cove Stewards
Memorandum of Understanding
Between the City of Point Arena and the Arena Cove Stewards Effective Date:
Term: The term of this MOU shall commence upon execution by both parties and shall continue for a period of 6 months. The term shall automatically renew for an additional 6-month period upon expiration of the initial or any renewal term except upon 30 days prior written notice of intent to not renew by either party.
This Memorandum of Understanding (MOU) sets forth the terms, responsibilities, and mutual understanding between the City of Point Arena (hereafter referred to as “the City”) and the Arena Cove Stewards (hereafter referred to as “ACS”) regarding collaborative efforts to maintain and improve the Arena Cove Pier, support grant-related initiatives, and manage the FishFest event.
1. Pier Project Collaboration
1.1 Project Approval: SEE ATTACHMENT 1
All projects involving work on the Arena Cove Pier may not commence without first being pre-approved by the City Manager via a signed letter of approval. This letter shall include:
- A detailed description of the project.
- A fully itemized project budget including funding sources. - Clear designation of financial responsibilities between the City and ACS.
- A defined project timeline, with start and completion dates. - Designation of the project manager and support staff/volunteers. 2 MOU City of Point Arena and Arena Cove Stewards
1.2 Volunteer Participation: SEE ATTACHMENT 2
All individuals participating in projects on City property must complete and sign the City of Point Arena’s Volunteer Application. This ensures that volunteers are covered under the City’s insurance policies.
No volunteer will be permitted to participate in any project on City Property without ACS having first submitted a signed volunteer application to City.
2. Grants
2.1 Submission Protocol:
Any grants that propose activities or projects on/for City owned property must be reviewed and approved by the City Council. The grant applications must include a City Council Resolution. All grant applications and paperwork may only be signed by the City Manager or their designee.
2.2 Administrative Compensation:
The City will be entitled to reimbursement for administrative duties performed in connection with any grant. Such compensation shall be drawn from the administrative portion of the grant, as outlined in the budget.
2.3 Communication and Inclusion:
The City shall be fully informed of all grant activities, included in communications, and listed as a signatory on all associated documents and agreements in bimonthly meetings.
3. FishFest Event
3.1 Community-Led Oversight:
FishFest will be organized and led by the ACS in alignment with the City’s existing Special Events Policy.
3 MOU City of Point Arena and Arena Cove Stewards
3.2 Fund Management:
All funds earned through FishFest will be held in trust by the Fisherman Fund Stakeholders via the 501(c)(3) nonprofit, Arena Cove Stewards, which shall serve as the fiscal sponsor. These funds are designated for the maintenance and preservation of the Point Arena Fishing Pier and Arena Cove. Funds will be made readily available when pier emergency repair needs arise. The designated point of contact for accessing the Pier Fund is first Billy Arana, President ACS, [email protected] and second, Bill Golly, ACS Treasurer, [email protected].
3.3 Financial Reporting:
Financial reporting for post-event debriefs will be submitted by the ACS to the City within one month of FishFest to maintain transparency and public trust.
The City Pier Financial reports will contain a separate memo line item summarizing donations made to pier repair from the Fisherman’s Festival Fundas to maintain transparency and public trust.
4. Communication Protocols and Reporting
4.1 Meetings:
The City of Point Arena and ACS agree to hold bimonthly coordination meetings to review project progress, Pier financial reports (quarterly), event planning, and general collaboration.
4.2 Point of Contact:
Each party shall designate a primary Point of Contact (POC) responsible for communication, document exchange, and coordination. Any updates to the designated POC must be provided in writing.
- City POC: Molly C. Haviland, City Manager, [email protected], 707- 882-2122
- ACS POC: Billy Arana, President ACS, [email protected] 4 MOU City of Point Arena and Arena Cove Stewards
4.3 Reporting Requirements:
ACS will provide the City with:
- Quarterly reports summarizing project status, volunteer involvement, and any financial expenditures related to city-supported initiatives. - Post-event reports following major events (e.g., FishFest), including attendance, funds raised, and a summary of event outcomes. - Grant updates, including complete copies of submitted grants, awards, expenditures, and required compliance documentation.
4.4 Transparency and Access:
Both parties agree to maintain shared access to key documentation via a mutually agreed-upon platform (e.g., Google Drive or other secure cloud storage), ensuring timely information-sharing and transparency.
5. General Terms
5.1 Termination:
Either party may terminate this MOU upon thirty (30) days written notice. Any active projects at the time of termination will require a mutual agreement on next steps or wind-down activities.
5.2 Amendments:
This MOU may be amended at any time by mutual written agreement of both parties.
5.3 Dispute Resolution:
In the event of a dispute arising from this MOU, both parties agree to meet in good faith to resolve the matter before seeking formal mediation or legal action.
5 MOU City of Point Arena and Arena Cove Stewards
Signature Page
________________________________________________________________________________ Printed Name City of Point Arena City Manager
________________________________________________________________________________ Signature City of Point Arena City Manager DATE
________________________________________________________________________________ Printed Name ACS Representative of Fisherman Fund Stakeholders ___________________________________________________________________________________ Signature of ACS Representative of Fisherman Fund Stakeholders DATE Attachment 1
1 City of Point Arena
Standard Project Proposal
1. Project Title
Provide a clear and concise title for the project.
2. Project Description
Summarize the purpose, scope, and goals of the project. - What is being done?
- Why is it necessary or beneficial to the community?
- How does it relate to the Pier or City objectives?
3. Location of Work
Specify exact areas on City property where work will be performed (e.g., Pier, surrounding grounds, etc.).
4. Project Timeline
Include expected start and completion dates, as well as any major milestones.
Phase Description Start Date End Date
Ex. Prep Work Site cleaning,
equipment
setup
MM/DD/YYYY MM/DD/YYYY
5. Itemized Budget
Provide a breakdown of all anticipated costs and responsible parties.
Item/Service Cost Responsible
Party
Notes
Materials $ City/FSS/Other
Attachment 1
2 Labor $ City/FSS/Other
Equipment $ City/FSS/Other
Permits/Fees $ City/FSS/Other
Other $
Total $
6. Funding Source(s)
List all sources of funding (grants, donations, partner contributions, etc.) and whether funds are secured or pending.
7. Project Management
- Project Manager: [Name, Organization, Email, Phone]
- Additional Staff/Volunteers:
- Name / Role / Contact
- Name / Role / Contact
8. Volunteer Coordination
- All volunteers must complete and sign the City’s Volunteer Application prior to beginning work.
- Attach a list of expected volunteers and confirm agreement with policy.
✔ I confirm all volunteers will submit the required applications. [ ] Yes
[ ] No (explain):
9. Risk Assessment & Safety Measures
Briefly describe any known risks, safety measures, or insurance considerations.
Attachment 1
3 10. Attachments
(Include as applicable)
- Maps, designs, or sketches
- Proof of funding
- Completed volunteer forms (if available)
- Any permits or approvals already secured
- Additional supporting materials
11. Sign-Off
Submitted by:
Name:
Organization:
Signature:
Date:
12. For City Use Only
Reviewed by City Manager:
[ ] Approved
[ ] Denied
Comments/Conditions:
___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ __________________________________________________________________________________ Signature: _______________________________________________________________ Date: ____________________
MOU City of Point Arena and Arena Cove Stewards
Attachment 2
City of Point Arena Volunteer
Application
Thank you for your interest in volunteering with the City of Point Arena.
Please complete the following form. All volunteers must have an application on file to be eligible for insurance coverage while on city property.
1. Contact Information
Full Name: ___________________________________________
Address: ____________________________________________
City/State/Zip: _______________________________________ Phone Number: ________________________________________
Email Address: ________________________________________
2. Emergency Contact
Name: _______________________________________________
Phone Number: ________________________________________
Relationship: _________________________________________
3. Volunteer Information
Have you volunteered for the City before? [ ] Yes [ ] No If yes, when and in what capacity? ________________________ Project or Area of Interest: _____________________________ MOU City of Point Arena and Arena Cove Stewards
Attachment 2
Availability (Days/Times): ______________________________
4. Liability Waiver & Agreement
I understand that volunteering involves risks and that I am undertaking these activities voluntarily. I agree to abide by all safety protocols and instructions provided by the City of Point Arena or project supervisors.
I hereby release and hold harmless the City of Point Arena, its officers, employees, and agents from any and all liability, claims, or causes of action arising from my participation in volunteer activities.
I understand that I must submit this signed application before I begin any volunteer work.
Signature: ___________________________________________________________________ Date: ______________
Parent/Guardian Signature (if under 18): ____________________________