TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider and act regarding a Resolution to take appropriate action to amend Resolution 24-52 increasing the Westlake Academy’s contribution towards the Westlake Academy Field Renovation project from five hundred thousand dollars ($500,000) to one million dollars ($1,000,000) and instruct the Town Manager to provide a Letter of Intent and a Purchase Order to Geo Surfaces to begin the project (Mayor Greaves)
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STAFF: Mayor Kim Greaves
BACKGROUND:
A group of donors have requested that improvements be made to the Westlake Academy football and soccer fields. Improvements include additions and improvements made to the drainage system, recrowning and adding new live turf, goal posts, soccer goals and irrigation improvements to the football field, and adding synthetic turf, goal posts and soccer goals to the soccer or multipurpose field. There will also be a new scoreboard installed.
DISCUSSION:
Several donors, the Athletic Director and members of the Westlake Academy Foundation have expressed an interest in making drainage, lighting, and playing surface improvements on the Westlake Academy football and multipurpose fields. The grass playing surfaces are plagued with drainage issues that make the fields unusable for long periods of time after rainstorms. The multipurpose field gets a greater amount of use and therefore ware because it is used as a playground and other school activities. Both playing surfaces are uneven, filled with a mixture of grass and weeds, and could be considered dangerous to athletes and children. The Town has a Westlake Academy fund for campus capital improvements with a balance of $3,234,378, of which $1,118,050 is specifically reserved for improvements to athletic facilities.
The staff originally requested that the Town assist the Foundation and the Donors in the rehabilitation of fields as described above in an amount not to exceed $500,000 which was approved by Council. The total price of the project is expected to be $2,139,390 with the difference in funding coming from donations. Other than the field lighting and the temporary top-dressing of the field, the project was not allowed to proceed until donations have been secured to fund the entire project. A donation has already been received and verified by the Foundation for the field lighting and top-dress of the football field.
Three bids were obtained for the project with Geo Surfaces and Field Turf being the two finalists. Both total bids were within $15,000 of each other with only minor differences, however Geo Surfaces has a better warranty for both the turf (by 4 years) and the subgrade (by 24 years). With pricing being so close for a $2 million dollar project, and both companies being reputable with good references, the warranty was the deciding factor. Geo Surfaces was also recommended to us by a resident that owns a company that manufactures field lighting poles. Geo Surfaces completes similar projects for NFL and collegiate programs and comes highly recommended by other clients.
FISCAL IMPACT:
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STAFF RECOMMENDATION:
Since the August 5th meeting when RES 24-52 was approved $377,000 has been raised by donors for the project. If the Council wishes to move forward with the project the staff recommends that the scope of the project be lowered to only include the drainage improvements and the synthetic turf installation on the multipurpose field. These are options 2 and 3 in the attached spreadsheet. If the Council chooses to not approve additional dollars towards the project but does approve the decrease in scope, the donors will need to raise an additional $737,688 (Option 2). If Council approves $1,000,000 towards the project donors will need to raise an additional $237,688 to complete the project.
Staff does not recommend allocating the entire $1,118,050 to the project as the scope could change with unknowns found during the project.
ATTACHMENT(S):
Approved Resolution 24-52 including winning bid from Geo Surfaces
Proposed Amended Resolution (Redlined Resolution 24-52) to show additional funding
Project Spreadsheet with modifications choices
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to amend Resolution 24-52 increasing the Town’s Contribution to the Westlake Academy Field Renovation project to $__________ and to instruct the Town Manager to provide a Letter of Intent and PO to begin the project while final donations are raised.
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny