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 City Council Agenda Item No. 18

Meeting Date: June 11, 2002

Subject/Title: Approve recommendation to move forward with design of 50-meter pool as a joint-use project at Heritage High School and direct staff to bring back guiding principals for agreement on funding of project

Submitted by: Craig D. Bronzan, Director of Parks and Recreation

Approved by: John Stevenson, City Manager


RECOMMENDATION
Approve staff recommendation to move forward with design of 50-meter pool and bring back guiding principals for agreement on funding.

PREVIOUS ACTION
At the April 9, 2002 CIP workshop, staff was directed to return in 30 days to discuss ways the City of Brentwood and Liberty Union High School District (LUHSD) may be able to work together on the pool and gymnasium at Heritage High School. At the May 14, 2002 City Council meeting, staff requested this item be brought back for consideration at the May 28, 2002 City Council meeting. At the May 28, 2002 City Council meeting, staff requested permission to bring the item back on June 11, 2002.

BACKGROUND
As a part of the April 9, 2002 CIP workshop, staff reported on two joint-use projects with Liberty Union High School District that were listed in the proposed 2002/2007 CIP program as unfunded: development of a 50-meter pool and construction of an office/storage space in the gymnasium. As these projects were unfunded, staff had requested time to work on options that could be considered by City Council. Dan Smith, LUHSD Superintendent indicated that a decision would need to be made in 30 days as LUHSD was at a point where they needed to give specific direction to their architect as to a final design. Staff was directed to return in 30 days (May 14th City Council meeting) to discuss options.

City of Brentwood and LUHSD staff have had numerous meetings to develop options for consideration that would keep the joint-use projects under consideration. Staff heard very clearly from City Council that there was support for joint-use projects as long as those projects did not come at the expense of existing funded City of Brentwood Park projects. There was also concern expressed by City Council as to the state of the current economy and whether commitments to LUHSD would come at the expense of other City projects. As a result, staff has been looking at options that would work within both of these parameters.

At the suggestion of Dan Smith, staff has been moving forward on an option that would direct the architect to provide parallel designs: one for a 25-yard pool and one for a 50-meter pool. Heritage High School is not scheduled to go out to bid until spring of 2003. As a result, there is no necessity to determine exact funding or long-term commitment until next year’s CIP.

Dan Smith has requested and received a cost estimate from the architect for these two designs. The cost for design of the 50-meter pool is $208,800. If the City decides to go forward and jointly fund the 50-meter pool, one half of the design fee will be credited back to the City against funding for the project. The architect has indicated that if the City of Brentwood could decide for sure that they will fund the project by August 2002, then the architects would be able to consolidate designs and the cost to the City of Brentwood for the 50-meter pool would only be $97,440. If City Council could make the decision by that time period, it would result in a considerable cost savings, something to consider if a long-term decision could be made at this time.

If City Council is supportive of the staff recommendation to fund the 50-meter design fee, there are sufficient funds available in the 2001/2002 Park Development program to pay for the fee as per Pam Ehler, Director of Finance and Information Services. The opening balance for the 2002/2003 CIP program will be greater than the conservative estimate used for the program by 100+ permits. An increase of only 46 additional permits above the conservative estimate was necessary to pay for this design fee. Funding this project will have no impact on currently approved and funded park projects in the 2002/2007 CIP program. Staff is recommending City Council approve payment to LUHSD of $208,800 for design fees and direct staff to return with an updated CIP project sheet to reflect this approval.

Staff is also recommending that a formal agreement of guiding principles be developed between the City of Brentwood and LUHSD that would formalize the joint-use project if the City of Brentwood decides to move forward in spring of 2003. As a starting point, staff is recommending the following guiding principles:

· The City of Brentwood will pay $208,800 for design of a 50-meter pool/gym office and storage space in conjunction with a 25-yard design paid by LUHSD. If the City decides by August 2002 to commit funds necessary for construction, the cost is reduced to $97,440.
· 50% of the design fees paid by the City would be credited against any money committed by the City of Brentwood for joint-use projects.
· City includes the pool and gym office in the City’s CIP program as an unfunded commitment of $2,500,000 until additional revenue becomes available.
· In May 2003, the City of Brentwood will review revenue for the CIP program and make a decision regarding the City’s commitment to the joint-use projects.
· If the City of Brentwood decides to move forward with the joint-use projects, the following financial plan will be used:
1. LUHSD will provide the cash flow to bid and construct the 50-meter pool.
2. As “good year”* money is available in the City’s CIP program, it will be committed in July by the City by the following formula:
§ July 2003 – 25% of 2002/2003 good year revenue
§ July 2004 – 50% of 2003/2004 good year revenue
§ July 2005 – 50% of 2004/2005 good year revenue
§ July 2006 – 50% of 2005/2006 good year revenue
§ July 2007 – 75% of 2006/2007 good year revenue
§ July 2008 – 75% of 2007/2008 good year revenue
”good year”* revenue is money received in excess of the City of Brentwood’s conservative estimate of revenue received from Park Development fees as set by the Director of Finance and Information Services.
· If the City has not met its financial commitment by the end of the 2007/2008 CIP program, then the City will complete its commitment using other funds, by July 2009.
· The City and LUHSD will develop a long-term use agreement that guarantees City sponsored use of the joint-use facilities.

Staff believes the guiding principals provide LUHSD the framework to know that the City of Brentwood will pay for the joint-use project while making sure that no funded park projects in the approved CIP program are at risk. By sharing only “good year” revenue, it allows for City and the joint-use projects to be added when the conservative estimate of revenue are exceeded.

If City Council approves the 50-meter design work, staff will move forward with a formal agreement and bring it back to City Council in August for approval. Reviewing the document in August will allow City Council to take advantage of the reduced design fees if that is City Council’s desire.

FISCAL IMPACT
If approved, $208,800 for 50-meter pool design.
City Administration
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