DATE: April 21, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Vernon Gerth, ACA Community & Economic Development
Lisa R. Clayton, Parks Director
SUBJECT:
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Consideration of Fourth Quarter Budget Amendment for Closeout Change Order Items for the Multi-purpose Arena at Harlinsdale Farm.
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning the request for a budget amendment from the Parks Department regarding a closeout change order for the Multipurpose Arena at Harlinsdale Farm project.
Background
In 2014, the City entered into an agreement with the Friends of Franklin Parks, LLC for the design and construction of a $1.5 million dollar multi-purpose arena for the Park at Harlinsdale Farm. On Saturday, April 2nd, the official ribbon cutting was held with a crowd of approximately 1,500 spectators for the day. The facility starting in the month of April has events booked through November 2016.
The overall five acre site leased to the Friends of Franklin Parks, LLC originally was estimated at $850,000 however, since the initial design and cost estimation several outstanding items remain to be completed. The City of Franklin made a one-time contribution of $200,000 for the restrooms-concession facility.
During the course of the project, a number of adjustments were made to the project scope either at the request or in consultation with Parks staff in order to improve the operational efficiency of the arena. The following are the items are included in the final close-out change order:
• $86,703 - includes additional fencing, stain, irrigation (reclaimed water lines); irrigation cannons for the arena (upgrade); Restroom adds; additional stone material and re-grading for the interurban system.
• $49,880 - Concrete Pad for equine manure management containers, commercial trash/recycling containers, enclosure of concrete pad, fence, gates and gravel drive to the site.
• $24,995 - (1”) inch meter for water and sewer tap for the new concession/restroom facility.
In total, the City-related changes total $161,578. There are a number of other project enhancements (totaling nearly $500,000) that are funded directly by the Friends of Franklin Parks. As a result of overall project scope changes, approximately $650,000 of additional project expenses were incurred with private funding covering 75% of these costs.
Financial Impact
The Friends of Franklin Parks, LLC and the Parks Department are requesting for the City of Franklin complete the project in its entirety in the amount of $161,578. Funding is available within the Hotel/Motel Fund. A budget amendment will be necessary.
Total impact of the project, the Friends of Franklin Parks, LLC partnership is $1.5 million and the total request of the City of Franklin will be $361,578.00. The total project is over $1.8 million dollars with Friends of Franklin Parks, LLC raising over (75%) seventy-five percent of the funding raising through local public-private partnerships.
Recommendation
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Staff recommends approving additional funding from the Hotel/Motel fund for this community-driven project at Harlinsdale Farm. Funding for this final change order will be provided through a FY16 budget amendment. The multi-purpose arena project demonstrates supplementing limited public sector funding for recreational amenities proves to be another positive benefit for the residents and visitors to Franklin.