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CITY COUNCIL AGENDA ITEM NO. 8

Meeting Date: September 13, 2005

Subject/Title: Approve a Resolution to include the Veterans Element – Phase One project into the 2005/06 – 2009/10 Capital Improvement Program and authorize the City Manager to sign improvement contracts for final design and construction of Phase One of the Veterans Element in an amount not to exceed $45,500.

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

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

RECOMMENDATION
Approve a Resolution to include the Veterans Element – Phase One project into the 2005/06 -2009/10 Capital Improvement Program and authorize the City Manager to sign improvement contracts for final design and construction of Phase One of the Veterans Element in an amount not to exceed $45,500.

PREVIOUS ACTION
June 12, 2001, City Council approved a policy regarding the naming/dedication of City facilities.

May 11, 2004, City Council approved recommendations from the Park and Recreation Commission for the naming of new park facilities, including the recommendation to name the 11-acre community park west of the Aquatics Complex, “Veterans Park”.

June 14, 2005, City Council approved the concept design for the Veterans Element at Veterans Park as recommended by the Park and Recreation Commission.

July 23, 2005, the formal dedication of Veterans Park was held.

BACKGROUND
When City Council approved the naming of the 11-acre community park “Veterans Park” on May 11, 2004, the park had already been designed and was under construction. As a result, the original design of the park, which had been completed through many public meetings, did not contain any elements related to a “Veterans” theme. In approving the Veterans Park name, it was understood that at that time, there was no money available to fund any additional elements at the park.

City Council directed the Park and Recreation Commission to set up a subcommittee, chaired by Ernie Rodrigues, Vice-Chair, to work with City staff and local veteran groups to develop a conceptual plan for a Veterans Element. This Veterans Element was brought back to the City Council, through the Park and Recreation Commission, on June 14, 2005, and was approved by City Council.

The Veterans Element is a three-phase project, with Phase One the construction of six granite blocks and aluminum flag poles for the six branches of the service with an American Flag. The second and third phases are a rose garden and reflective area in the back of the park that can each be constructed independently. The total cost of final design and construction of the three elements is estimated at approximately $176,000.

Park and Recreation Department staff has been working very closely with the Veterans Committee on a fundraising campaign to raise money for construction of the elements. As of the end of August, approximately $2,500 has been raised. In hopes of trying to jump-start the project, staff has been trying to determine ways to have Phase One built. In discussions with City Manager Donna Landeros and Mayor Brian Swisher, there was support for the appropriateness of the City to pay to construct Phase One, and have the veterans continue to raise money for phases two and three. As a result, staff is bringing this recommendation forward for consideration by City Council.

Unfortunately, due to mediation on the construction of the steel shade structures at Veterans Park, staff will not be able to close out the Veterans Park project to determine if there is any money left in the project account for another six to nine months. Had the Veterans Park project been closed out with money remaining in the project account, those funds would have been used for the Veterans Element. In looking for other ways to fund the Veterans Element, a recommendation was provided from Finance and Information Services Director, Pam Ehler, to consider the use of development fees, as fees from the 2004/05 fiscal year exceeded projections. Director, Pam Ehler, has confirmed that there are sufficient funds to pay for this project.

If approved, staff will move forward following the City’s informal bid procedures for projects under $50,000 and have the City Manager sign improvement contracts for final design and construction, in an amount not to exceed $45,500, in hopes of having the Element completed in time for a Veterans Day event.

FISCAL IMPACT
The architect’s estimate of cost for the Phase One element, including a 15% contingency, is $41,500. Final construction documents are estimated at $4,000. Approval of the Resolution to include this new CIP project will authorize the funds necessary for Phase One of the Veterans Element. Funding for this project will come from Development Fees as a one-time cost, with no revenue offsets required. It is understood by the Veterans Committee that construction of phases two and three of the Veterans Element will happen when the Veterans Committee has raised sufficient revenue for those phases.

Attachments:
Resolution
CIP project sheet
Fundraising campaign brochure
Veterans Element conceptual design

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD TO INCLUDE THE VETERANS ELEMENT – PHASE ONE PROJECT INTO THE 2005/06 – 2009/10 CAPITAL IMPROVEMENT PROGRAM AND AUTHORIZE THE CITY MANAGER TO SIGN IMPROVEMENT CONTRACTS FOR FINAL DESIGN AND CONSTRUCTION OF THE PHASE ONE VETERANS ELEMENT IN AN AMOUNT NOT TO EXCEED $45,500

WHEREAS, City Council approved recommendations from the Park and Recreation Commission for the naming of new park facilities on May 11, 2004, including the recommendation to name the 11-acre community park west of the Aquatics Complex “Veterans Park”; and

WHEREAS, as a result of naming of the park Veterans Park was done after the park had been designed and was under construction; and

WHEREAS, City Council directed the Park and Recreation Commission to set up a subcommittee to work with local veterans to determine what an appropriate veterans element would be for the newly named park; and

WHEREAS, on June 14, 2005 City Council approved the concept design for the veterans element at Veterans Park; and

WHEREAS, the purpose of this resolution is to create a new Capital Improvement Program Project for fiscal year 2005/06 for the design and construction of Phase One Veterans Element out of Development Facility Fees in an amount not to exceed $45,500.

NOW, THEREFORE BE IT RESOLVED the City Council of the City of Brentwood
1) that the Veterans Element – Phase One Project in included in the 2005/06 – 2009/10 Capital Improvement Program;
2) that the City Manager is authorized to sign improvement contracts for final design and construction of Phase One of the Veterans Element in an amount not to exceed $45,500.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on September 13, 2005 by the following vote:

AYES:
NOES:
ABSENT:
_____________________________
Brian Swisher Mayor

ATTEST:
__________________________________
Margaret Wimberly, CMC
City Clerk

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