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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 Newig path U'x (r Pavestone Tana ODR9 F. concrete header e9ak skie (Ydconcwte base and anchor boles) %Nby_� 1 - remove and Teplaw I :Z: 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 {w Qvmrf Yaupon - (W) I gal. ) Revs d' or- (1) 1 gal C repe ZZ, 10-7 ri D� KQ Red s alves - (12) 1 gal. 0 I OD Feather grass - (20) 10.0 Alf" Day lity - (20) 1 Wax myrtle - t5] 1 gal - g2. 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 r �° F made Pave Rose- gal PAleap Wrie face Z'- 00 lyj (20) 1 gal x Chinese red wWwa Afthony VVaWrpr -arning Center r '' spires 17 1 gal, Ouwwr LL Pollgon GOX'�sers 4 (24',) 2-5 �d -Vtotaldlam r A 2-SW DO= risers 3 Mingles 5- roof a F7 wpolo 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 boricreta Wble and boXJW6 — 7-c- 1, W2, 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