Item 10ACity of Southlake, Texas
MEMORANDUM
February 21, 2003
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Interim Director of Community Services (x1527)
SUBJECT: Council approval of the Matching Funds request from the Liberty Garden
Committee in the amount of $50,000 and Park Dedication Funds not to exceed
$40,000 for the development of a Liberty Garden in Bicentennial Park
Action Requested: Council approval of the Matching Funds request from the Liberty Garden
Committee in the amount of $50,000 and Park Dedication Funds not to exceed
$40,000 for the development of a Liberty Garden in Bicentennial Park.
Background
Information: During the year, staff has been working with the Southlake Liberty Garden
Committee on the conceptual design and cost estimate for a proposed Liberty
Garden. The Liberty Garden Committee consists of Keep Southlake Beautiful,
the Southlake Garden Club, Master Gardeners, the American Airlines Flight
Attendants, and City staff.
Park Board approved matching funds of $50,000 at their October 14, 2002,
meeting. The cost estimate prepared by staff for the project in its entirety was
originally $201,936. It includes walkways, arbors, garden statues, landscape
beds featuring native and adaptable plant material, irrigation, signage, trash
receptacles, benches, picnic tables, decorative lighting, and a pavilion.
However, since Park Board's original approval, SPDC has recommended that
the Liberty Garden Committee reevaluate the requested funds by more closely
defining the in -kind services and materials to be included and $7,000 from the
Coke Fund was approved by Council to seek professional services for design
and cost estimate clarification.
Staff has reviewed the original proposal and sought conceptual design critique
and refined cost analyses from the consulting firm of Dunkin, Sims, Stoffels,
Inc. The consultants concluded that an accurate representative "retail value" of
the project to be very similar to staffs projections, with some additional
quantity adjustments and provisions for ADA access. Staff also met with the
Liberty Garden Committee to refine expected donations and contributions to
offset some of the retail costs and to explore cost - saving design measures. The
result provides what the Committee and staff feels to be the most accurate
representation of the cost of the project, and, therefore, the most accurate
assessment of what the various fund sources outside of the Matching
Billy Campbell, City Manager
February 21, 2003
Page 2 of 7
Funds will be applied toward. Park Board as part of their approval of
additional funds for the project, recommended dividing the project, and,
subsequently, remainder funding, into two phases and approved funding of a
first phase at this point. Their motion for approval included up to $40,000 in
Park Dedication Funds for construction of the first phase. Please see the
attached "Cost Estimate" spreadsheet for details.
This item is scheduled to appear on the SPDC agenda immediately prior to
consideration by the City Council and the $50,000 Matching Funds request is
contingent on SPDC approval of such.
Financial
Considerations:
• Commitment of $50,000 in Matching Funds from the FY 02 -03 SPDC CIP.
The SPDC CIP was approved with $100,000 (plus the $100,000 match for
a total of $200,000 available funds) in Matching Funds for FY 02 -03 at the
February 18, 2003, City Council meeting. To date there have been no
Matching Funds requests in FY 02 -03.
• Commitment of Park Dedication Funds not to exceed $40,000 for the
remainder of costs associated with Phase I of development. Currently there
is approximately $256,000 in this fund account and there have been no
requests for expenditures from the fund thus far in FY 02 -03.
• Finance Director Sharen Elam has verified the availability of funding for
all funding sources requested.
• Keep Southlake Beautiful will serve as the project treasurer for the
Committee.
Financial Impact: As part of the Liberty Garden development process, the Committee pledged to
work with volunteer groups such as the Southlake Garden Club and Master
Gardeners to provide general maintenance of the plant material and beds to
include weeding of beds, pruning, occasional plant replacement, and mulching
(estimated at 32 man hours @ five times per year or 160 hours per year). The
City would be responsible for daily trash removal, irrigation maintenance, and
general site repairs as needed (estimated at 1.5 man hours per week or 78 hours
per year). Total man hours per year for complete Liberty Garden maintenance
is estimated at 238 hours. Utilities costs for electrical are estimated at
approximately $50.00 per month. There would be no water costs as the city
utilizes a well for irrigation.
Billy Campbell, City Manager
February 21, 2003
Page 3 of 7
Citizen Input/
Board Review:
Legal Review:
Alternatives
Supporting
Documents:
Staff
Recommendation:
o The Liberty Garden Committee made a report to the Parks Board and
reviewed the general concept plan at their April 8, 2002 meeting.
o The Parks and Recreation Board approved a $50,000 Matching Funds
request at their October 14, 2002, meeting.
o SPDC tabled the Matching Funds request and recommended approving
funds for design and cost refinement at their October 22, 2002, meeting
o Council approved $7,000 from the Coke Fund budget for these services at
their November 5, 2002, meeting.
o Park Board approved (5 -0 -1, Durham abstained) a recommendation to fund
the remaining project costs in two phases, and recommended applying Park
Dedication Funds of up to $40,000 to fund the first phase of the project, as
defined in the Cost Estimate spreadsheet (attached).
o SPDC reconsidered the Matching Funds request of $50,000 at their
meeting immediately prior to the March 4, 2003, City Council meeting.
Not Applicable.
Council discussion and consideration may result in various project alternatives.
Supporting documents include the following items:
• Table 1 - Liberty Garden Cost Estimate
• Southlake Liberty Garden Concept Plan
• SPDC Matching Funds request sheet
Council approval of the Matching Funds request from the Liberty Garden
Committee in the amount of $50,000 and Park Dedication Funds not to exceed
$40,000 for the development of a Liberty Garden in Bicentennial Park.
LIBERTY GARDEN
COST ESTIMATE
(Revised 02/21/03)
ITEM NO.
QUANTITY
AND UNIT
DESCRIPTION IN WORDS
UNIT PRICE
TOTAL
RETAIL COSTS
DONATIONS TO
DATE
Earthwork
1
1 L.S.
Clear and grub site, grade to elevations shown on plans,
including cut and fill with density control where required under
pavilion
$15,000
$15,000
$0
Flatwork
2
433 L.F.
Furnish and install 5' wide paver walkway with six inch
concrete borders
$31.50/l.f.
$13,639
$0
3
1,230 SQ. FT.
Furnish and install 6' wide concrete sidewalk
$3.50 /s.f.
$4,305
$0
4
2,300 SQ.FT.
Furnish and install pavers in plaza per plan
$5.25/ s.f.
$12,075
$0
5
550 SQ. FT
Furnish and install pavers per plan for bench pad sites
$5.25/s.f
$2,877
$0
6
250 SQ. FT.
Furnish and install pavers per plan for picnic pad site
$5.25/s.f.
$1,313
$0
Retaining Walls
7
280 SQ. FT.
Furnish and install Pavestone "Highland Stone" random mix
retaining wall with drainage
$30 /sq.ft.
$8,400
$0
Water Feature
8
Each
Modify existing water feature to include a re- circulating stream
which cascades from the upper pond to the southern pond
$12,000
$12,000
$4,000
Plant Material
9
L. S.
Purchase and installation of plant material and mulch per plan
(see attached list)
$6,000
$6,000
$3,000
Irrigation
10
1L.S.
Installation of irrigation per plan
$10,000
$10,000
$1,900
Phase I Amenities
11
6 each
Provide and deliver decorative benches (Victor Stanley — NRB-
6)
$703
$4,218
$1,000
12
2 L.S.
Purchase of garden statues (quantity 2)
$15,500
$15,500
$8,000
ADA Regulation
13 1 L.S. Licensing and review $1,000 $1,000 $0
LIBERTY GARDEN
COST ESTIMATE
(Revised 02/21/03)
CONSTRUCTION
SUBTOTAL
$106,327
$17,900
Project Contingency
( %)
$6,329
Engineering /
Architectural Fee **
$12,000
$5,000
PROJECT TOTAL
$124,656
$22,900
*Contingency does not include items #8, #10, #11 and #12 for which firm bids have been received
* *$5,000 remaining from Coke fund allocation
PHASE II AND OTHER AMENITIES
Pavilion
14
1 L.S.
Furnish Poligon #GOC 24 TG (24') pavilion with Victorian
rails and cupola, or equivalent (includes shipping; no
foundation; installation by others
$45,000
$45,000
$0
15
1 L.S.
Foundation and risers for pavilion
$9,500
$9,500
$0
16
1 L.S.
Pavilion installation
$10,000
$10,000
$10,000
Arbors
17 1 each Provide and install 12' x 4' entry arbor $600 $600 $0
Site Furnishings
18
2 each
Provide and install concrete picnic tables with benches (Tex
Art Stone)
$500
$1,000
$0
19
3 each
Provide and deliver trash receptacles (Victor Stanley T -32)
$476
$1,956
$0
20
L.S.
Facility signage (entrance, regulatory, identification)
$2,500
$2,500
$0
Lighting
21
8 each
Installation of up lighting canisters and associated electrical
$450
$3,600
$0
22
4 canisters / 1
fan
Installation of lighting and ceiling fans for pavilion and
associated electrical
$450
$2,250
$0
PHASE II
SUBTOTAL
$76,406
$10,000
PHASE I TOTAL
$124,656
$22,900
TOTAL
$201,062
$32,900
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U'x (r Pavestone Tana ODR9
F. concrete header e9ak skie
(Ydconcwte base
and anchor boles)
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dry creek bed mth new
hrw, re" rocks, add
dyer rock as needed
2 - Remove Im rock,
replace Wth Sp"fbw
.3 - Instail Grande Bioftdt
and large new sW . rruier
Existing Bwgorn in bottom pond to
feed Siofiall.
3 - Create berm and beds
around rock edges 4-
to prevent nmff
Stahile: -------
(4conwrete base
and anchor balls in
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Revs d' or- (1) 1 gal
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Alf" Day lity - (20) 1 Wax myrtle - t5] 1 gal
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dAry - (32) 1 gml.�
Iris - .(20)1 l
R.se.mharori - (3) 5
--V. TYPIOW Concrete pad S x 10'
-VICW Stanley CR-1 bench
Forest Pansy rodbud - (1) 30 gal-
Wk . ft"% Bi- —ty sage - (34) 1 gal. W long, 38' ho CW retaining wall Vel-th-
concrete foaling, seahmill
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made Pave Rose- gal PAleap Wrie face
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(20) 1 gal
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Afthony VVaWrpr -arning Center
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Pollgon GOX'�sers
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Mingles
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Laceba*elm-(1)30gal.
UriDpo - {150} 4" pots
Existing NY concreft park trnil
M ry-(20)1!gal.� ✓
F leagnus - {1 5) 1 Lant . 5m - OU)
c-crete pad WX 15
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City of Southlake, Texas
PROJECT MATCHING FUNDS REQUEST FORM
Project Name: Southlake Liberty Garden
Contact Person: Rosemary Hutchins (KSB President)
Mailing Address: 1412 Whispering Dell Court
City: Southlake State: TX ZIP: 76092 Day Phone: 817 -481 -2446
Night Phone: Same
Additional Contact Person:
PROJECT DESCRIPTION:
Liz Durham
Day Phone: 817 -421 -6559
The idea for a liberty garden came from a request from Keep America Beautiful which
asked communities across the nation to create a "Liberty Garden" in remembrance of
September 11, 2001, and those individuals who lost their lives during this tragedy. The
garden is also intended to celebrate the freedoms and liberty that we share as citizens of
the United States of America.
The project would include walkways, arbors, garden statues, landscape beds featuring
native and adaptable plant material, irrigation, signage, trash receptacles, benches, picnic
tables, decorative lighting, and a pavilion.
(Please see attached Concept Plan and Cost Estimate)
Proposed Start Date:
3/05/03
Fax Number:
Projected Completion Date
08/30/03
Projected Cost: $201,062 Amount of Funds Requested: $50,000