HomeMy WebLinkAbout2006 10 23 Consent 409 Veterans Memorial
City of Winter Springs
October 23, 2006 Regular Meeting
102306_ COMM _ Consent_ 409 _Veterans _ Memorial_Construction _Funds
COMMISSION AGENDA
ITEM 409
Consent
October 23. 2006
Regular Meeting
Authorization
REQUEST: The City Manager requesting the City Commission to authorize the City Manager to
administer funds for construction of the Veterans Memorial.
PURPOSE: This agenda item is needed to for the City Commission to authorize the City Manager to initiate
construction of the Veterans Memorial and to authorize the administration of funds to pay for construction as
provided in the implementation agreement between the City and the Rotary Club of Winter Springs.
CONSIDERATIONS:
On May 9, 2005 the City Commission approved an agreement between the City and the Rotary Club of Winter
Springs to jointly fund and construct a Veterans Memorial on Blumberg Boulevard in the town Center.
As per the agreement the Rotary Club has transferred its 50% share of the estimated $100,000 cost into the city's
construction fund. Plans are complete and the project is ready to move forward.
FUNDING: The estimated project cost of $100,000 is paid 50% from the Rotary Club of Winter Springs and
50% from the 99 Construction Fund. The city's funds are capped at $50,000 without additional authority from
the Commission.
RECOMMENDATION: It is recommended that the City Commission authorize construction of the project to
begin, and authorize the City Manager to administer funds for construction in accordance with the above
referenced Implementation Agreement.
ATTACHMENTS:
1. Implementation Agreement
COMMISSION ACTION:
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
Ronald W. McLemore
City Manager
May 12, 2005
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,
Ronald W. McLemore
City Manager
/jp
Attachment
U:\Docs\Word\Rotary\05 Memorandum of Understanding. doc
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 of this 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.
Spec ial 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 of the project.
IV. Procedures:
1. 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.
Ronald W. McLemore, clty Manager
City of Winter Springs
Tiillothy Slattery, Pr6Sident
Rotary Club of Winter Springs
Date:
Date:
/jp
Veterans Memorial memorandum of Understanding