HomeMy WebLinkAbout2005 05 09 Informational 304, Agreement w/Rotary Club for Construction of Veterans Memorial
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - MAY 9,2005
INFORMATIONAL AGENDA JTFM "3()4"
COMMISSION AGENDA
ITEM 304
Consent
Informational X
Public Hearing
Regular
May 9, 2005
Regular Meeting
Mgr.
/~
Dept.
Authorization
REQUEST: The City Manager providing the Commission a copy of the Administrative
Memorandum of Understanding that has been developed for implementation of the
Agreement between the City and Rotary Club of Winter Springs for construction of the
Veterans Memorial for review.
PURPOSE: This Agenda Item is needed to inform the Commission of the administrative
procedures that will be utilized to implement the Agreement hetween the City mId Rotary for
construction of the Veterans Memorial.
CONSIDERATIONS: On April 25, 2005 the City Commission approved an
agreement between the City and Rotary to construct a Veterans Memorial in the Town Center.
The attached Administrative Memorandum of Understanding is intended to clarify how the
agreement will be implemenled.
FUNDING: N/A
RECOMMF.NDATION: This item is presented as information only.
ATT ACIIMENT: Administrative Memorandum of Understanding.
COMMISSION ACTION:
....T-..-~._.~_.-
MEMORANDUM
TO,
Tim Slattery, President
Rotary Club of Winter Springs
FROM,
Ronald W. McLemore, City Manager
DATE,
May 2, 2005
SUB),
Veterans Memorial Administnttive Memorandum oflJnderstanding
This memorandum is to caution the procedures we discussed under which the City of Winter
Springs and Rotary Club will implement the provision of the agreement between the City and
Rotary for construction of the new Veteran's Memorial,
1. Purp9se:
The purpose of this Administrative Memorandum of Understanding is to clarify the manner in
which the agreement between the City and Rotary will be implemented.
II. Definition;
For the purpose afthis memorandum of Understanding the following defmitions shall apply.
Rotary
Rotary Club of Winter Springs
City
City of Winter Springs
Special Project Agreement
Agreement entered into hy the City and Rotary
for construction of the Veterans Memorial.
Special Project
Veterans Memorial Special Project
Special Project Manager
Bill Starmer, SRI Architectural Services
Special Project Expenses
Any legitimate expense of the Project
Special Project Income
Cash Donations, Donated In Kind Services
Donated In Kind Materials, City Contribulions,
Rotary Program Revenues
Pagclof6
__ __~__._____.___ M______.__
-.......,..-.---......---.-
,
;
Rotary Program Revenues.
Donations to Rotary that have historically
been committed to on-going programs as
opposed to Special Projects such as the
Veterans Memorial Special Project.
City Contribution
A maximum of $50,000 in City Funds
authorized by the City Commission to
match other Project Income as provided in
Procedure III.
III. Intel!t:
The parties recognize that the City's intent is to act as a financial backstop to the cost Rotary will
incur in the construction of the Veteran's Memorial in an amount not to exceed $50,000.
The parties recognize tbat all Rotary funding is exclusively committed to Rotary programs and
community projects, and that the funding of these programs and projects comes from donations.
The parties also recognize that any funds which cannot be raised by special fund raisers and in-
kind donations for the Veteran's Memorial project will reduce funding for other already
established Rotary programs.
The parties agrec that the City's funds which have been pledged to the project belong to the
public and to the extent that thl,;y are utilized for this project, they will nol be available to fund
other worthy projects for the public.
Therefore, Rotary and the City acknowledge that it is in both parties interest to fund the project to
the maximum extent possible from cash donations, and in kind services and donated materials.
In consideration of the above the parties agree to the following procedures for purposes of
implementation of the project.
I V. Procedur<::s
1. Rotary will "attempt" to cover the enlire cost of the project through fund raisers, and in-kind
donations.
2. Rotary will designate the July 41\ 2005 Celebration event as one of the fund raisers ror the
project net revenues from which will be dedicated to the project.
3. The order of utilization of project income will be as follows:
a) Donated Cash.
b) Donated ln kind Services.
c) Donated In kind Materials
d) Winter Springs' Contribulions (50% matching of in kind and cash donations up to
$50,000.)
c) Rotary Program Revenues.
Page2of6
,-,----------.-,"-..-.-...-.
...--...,. ---.-.--.------
I
4. A separate banking account will be set up in a local bank [or the accounting of all and
receipts and disposal of all income and expenditures and charges in account balances.
5. All disbursements of city funds dedicated to the project will be made by invoice provided by
the Rotary Project Manager documenting the actual cost, and or calculated values of in kind
services and materials.
6. The City will receive duplicate copies of all receipts and disbursements from the project
account and monthly project account statements.
7. Three informal quotations will be acquired for all items purchased by Rotary for the Project.
8. At the completion of the project a reconciliation of the accounts ofthe project will be jointly
performed by the City and the Rotary Club. Any City contributions which were not required
to complete the project will be reimbursed to the City up to $50,000.
IV. Limited Scope:
The parties agree that the provisions of this Memorandum of Understanding are limited to
procedures necessary to cany out the Agreement between the City and Rotary for construction of
the Veterans Memorial, and that nothing in this Memorandum of Understanding is intended to be
inconsistent with this Agreement.
Ronald W. McLemore, City Manager
City of Winter Springs
Timothy Slattery, President
Rotary Club of Winter Springs
Date:
Dale:
Ijp
Veterans Memorial memorandum ofUnderstal1rling
Pnge3of6
- -,- --~~------_.
i
FUNDING SCENARIO "A"
ALL EXPENSES COVERED BY DONATIONS
SPECIAL PROJECT COST
Special Project Income
Donated Cash
Donated Services
Donated Materials
Total Donations
City Contributions
Rotary Program Revenues
Total Special Project Income
Total Rotary Donations
Total City Contributions
Total
--------..------...-..-----.'.-..-
~100.000
50,000
25.000
25,000
$100,000
-0-
-0,
$100.000
$100,000
-0-
$100,000
Page ~ of6
--_....,--._---".~-
i
FUNDING SCENARIO "B"
ALL EXPENSES COVERED BY DONATIONS AND CITY CONTRIBUTIONS
SPECIAL PRO.JECT COST
$100.000
Special Project Income
Donated Cash
Donated Services
Donated Materials
T ota! Donations
25,000
15,000
10,000
$50,000
City Contributions
$50,000
Rotary Program Revenues
-0-
Total Special Project Income
$100.000
Total Rotary Donations
Total City Contributions
Total
50.000
50,000
$100,000
Puge5of6
.__w__"'"...."_._..______
FUNDING SCENARIO "C"
COST IN EXCESS OF $100,000
SPECIAL PROJECT COST
Project Income
Donated Cash
Donated Services
Donated Materials
Total Donations
City Contributions
Rotary Program Revenue
Total Special Project Income
Total Rotary Donalions
Total Cily Contributions
Total
---...-.--.'----..-----..
$125,OOU
25,000
15,000
10,000
$50,000
$50,000
$25,000
$125.000
75,000
50,000
$125,000
Page6of6
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
Ronald W. McLemore
City Manager
MEMORANDUM
TO:
Tim Slattery, President
Rotary Club of Winter Springs
FROM:
Ronald W. McLemore, City Manager
DATE:
May 2, 2005
SUBJ:
Veterans Memorial Administrative Memorandum of Understanding
This memorandum is to confirm the procedures we discussed under which the City of Winter
Springs and Rotary Club will implement the provision of the agreement between the City and
Rotary for construction of the new Veteran's Memorial.
I. Purpose:
The purpose of this Administrative Memorandum of Understanding is to clarify the manner in
which the agreement between the City and Rotary will be implemented.
II. Definition:
For the purpose ofthis memorandum of Understanding the following definitions shall apply.
Rotary
Rotary Club of Winter Springs
City
City of Winter Springs
Special Project Agreement
Agreement entered into by the City and Rotary
for construction of the Veterans Memorial.
Special Project
Veterans Memorial Special Project
Special Project Manager
Bill Starmer, SRI Architectural Services
Special Project Expenses
Any legitimate expense of the Project
Special Project Income
Cash Donations, Donated In Kind Services
Donated In Kind Materials, City Contributions,
if required, Rotary Program Revenues, if
required.
Rotary Program Revenues.
Donations to Rotary that have historically
been committed to on-going programs as
opposed to Special Projects such as the
Veterans Memorial Special Project.
City Contribution
A maximum of $50,000 in City Funds
authorized by the City Commission to
match other Project Income as provided in
Procedure III.
III. Intent:
The parties recognize that the City's intent is to act as a financial backstop to the cost Rotary will
incur in the construction of the Veteran's Memorial in an amount not to exceed $50,000.
The parties recognize that all Rotary funding is exclusively committed to Rotary programs and
community projects, and that the funding of these programs and projects comes from donations.
The parties also recognize that any funds which cannot be raised by special fund raisers and in-
kind donations for the Veteran's Memorial project will reduce funding for other already
established Rotary programs.
The parties agree that the City's funds which have been pledged to the project belong to the
public and to the extent that they are utilized for this project, they will not be available to fund
other worthy projects for the public. .
Therefore, Rotary and the City acknowledge that it is in both parties interest to fund the project to
the maximum extent possible from cash donations, and in kind services and donated materials.
In consideration of the above the parties agree to the following procedures for purposes of
implementation ofthe project.
IV. Procedures:
I. Rotary will "attempt" to cover the entire cost of the project through fund raisers, and in-kind
donations.
2. Rotary will designate the July 4th, 2005 Celebration event as one of the fund raisers for the
project net revenues from which will be dedicated to the project.
3. The order of utilization of project income will be as follows:
a) Donated Cash.
b) Donated In kind Services.
c) Donated In kind Materials
d) Winter Springs' Contributions (50% matching of in kind and cash donations up to
$50,000.)
e) Rotary Program Revenues.
4. A separate banking account will be set up in a local bank for the accounting of all and
receipts and disposal of all income and expenditures and charges in account balances.
5. All disbursements of city funds dedicated to the project will be made by invoice provided by
the Rotary Project Manager documenting the actual cost, and or calculated values of in kind
services and materials.
6. The City will receive duplicate copies of all receipts and disbursements from the project
account and monthly project account statements.
7. Three informal quotations will be acquired for all items purchased by Rotary for the Project.
8. At the completion of the project a reconciliation of the accounts of the project will be jointly
performed by the City and the Rotary Club. Any City contributions which were not required
to complete the project will be reimbursed to the City up to $50,000.
IV. Limited Scope:
The parties agree that the provisions of this Memorandum of Understanding are limited to
procedures necessary to carry out the Agreement between the City and Rotary for construction of
the Veterans Memorial, and that nothing in this Memorandum of Understanding is intended to be
inconsistent with this Agreement.
l~fvI. m~
Ronald W. McLemore, cfty Manager
City of Winter Springs
f~~
Timothy Slattery, Pr6Sident
Rotary Club of Winter Springs
Date:
5- - I'" - p )
Date:
> !zo!o>
I
/jp
Veterans Memorial memorandum of Understanding
,
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
Ronald W. McLemore
City Manager
,
RECEIVED
MAY 2 3 2005
May 12, 2005
CITY OF WINTER SPRINGS
City Manager
Tim Slattery, President
Rotary Club of Winter Springs
P.O. Box 195235
Winter Springs, FL 32719-5235
Dear Tim:
The City Commission approved the attached Administrative Memorandum of
Understanding we crafted related to the construction of the Veterans Memorial at their
May 9, 2005 Commission meeting.
Please sign the executed copies and return one to me as soon as possible.
Sincerely,
ff'Y
Ronald W. McLemore
City Manager
/jp
Attachment
U:\Docs\Word\Rotary\05 Memorandum of Understanding. doc