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HomeMy WebLinkAbout042516_cabs02Department of Public Works O County Administrator Briefing Agenda Page 1 of 2 To: Board of County Commissioners From: Monte Reinders, Public Works Director Philip Morley, County Administrator Agenda Date: April 25th, 2016 Subject: Possible Resolution to Authorize an RCO Grant Application for the Memorial Field Lighting Project Statement of Issue: Jefferson County Parks and Recreation seeks County Commissioner authorization to apply for a Washington State Recreation and Conservation Office (RCO) grant to replace the 44 year old field lighting system at Memorial Field. The RCO requires that any RCO grant submittal include an authorizing resolution by the organization's governing body - i.e. the Board of Commissioners. The enclose Resolution is presented now so that the Board can have the option of authorizing the Department of Public Works to submit a grant application by the RCO's May 2, 2016 grant deadline. Analysis/Strategic Goals/Pro's &t Con's: On April 25, county staff will update the Board on the status of a community partnership to assemble $137,500 in local community pledges, to match a request for up to $112,500 in State RCO grant funding. Staff will also provide a financial overview as context for the Board to evaluate the County government's own ability to participate in that local match. In the event that the Board determines that the Memorial Field Lighting grant proposal with local match commitments can be submitted to the RCO, staff is presenting the enclosed Resolution so that a grant can be submitted in a timely fashion. Memorial Field has been in continuous operation with lighting since 1951 with a proud tradition of hosting school sports and community events at night under the bright lights. Memorial Field is home field to the Chimacum High School Football team, and the Port Townsend High School football and boys and girls soccer teams, all of which rely on the field lighting for a proud community tradition of evening games under the lights. In total, 8 high school sports teams comprised of approximately 200 high school athletes play all of their home games at Memorial Field. Memorial Field is also home field for recreational youth soccer: in Spring 250 children ages 4 through 12 play on 26 teams, and in Fall 200 children ages 4 through 14 on 22 teams. These leagues are also dependent on the lighting system at Memorial Field. Memorial Field's current lighting system was installed in 1972, and the entire system is past its useful life. A number of individual lights within the lighting arrays have already failed, and replacement parts are no longer available. Some lights have been removed and one light has fallen down onto the playing field. Inspections show that the screw holes securing the cast aluminum cowlings of several more lights are broken, so that additional lights could fall. We have fenced off the base of each pole with a 30' diameter exclusion zone to ensure public Department of Public Works O County Administrator Briefing Agenda Page 2 of 2 safety. Underground electric supply wires shorted out in two locations in the last year, but have since been repaired. The existing wooden light poles range from 45 feet up to 100 feet high. They are subject to substantial stress from wind shear, and are beyond their expected service life. The poles were tested last month, and one 100 foot pole has only 43% of its original strength remaining. Within the next year or two, the existing lights will need to be removed and replaced with new metal poles, conduit, and new energy-efficient modern light arrays. The alternative would be to simply remove the old lighting system and poles, and restrict team sports and other community use of the field to daytime hours. The cost for replacing the lighting system is $250,000. The proposed state RCO grant application would cover $112,500 (45%) of the cost, leaving a local match of $137,500 (55%). A broad array of community organizations have pledged to partner with Jefferson County in providing the local match. Pledged partners include PT Boosters, Port Townsend Rotary, Sunrise Rotary, Friends of Parks and Recreation, and the two school districts. As of this writing, several more organizations are in still in process for finalizing match pledges. Fiscal Impact/Cost Benefit Analysis: The cost to the County for simply removing the existing lighting (and restricting activities at Memorial Field to daytime use only) is estimated to be approximately $10,000. As of this writing, County staff is still assembling match pledges from community partners so that with an additional $18,500 of County funds ($10,000 demolition cost + $18,500 addition = $28,500 County total), the County could submit an RCO grant application to install a brand new lighting system that would serve the community for decades to come. Funding for the County's share of the match (or for simple demolition) is proposed to come from anticipated 2016 one-time General Fund revenues that are above budgeted amounts. Staff will present additional information about these revenues and the County's financial landscape during the April 25 briefing. Recommendation: Hear staff's presentation on the match pledges from our community partners, review with staff the County's financial capacity to participate as a funding partner, and deliberate on whether the County may submit an RCO grant application this biennium grant cycle. If the Board decides to authorize a grant submittal, adopt the proposed resolution. Department Contact: Matt Tyler. 385-9129 Reviewed By: r Philip Mort ounty Administr r Date Recreation and Conservation Office Youth Athletic Facilities (YAF) Application Resolution/Authorization Organization Name: Jefferson County, Washington. Resolution No. Project Name and Number: Memorial Field Light Replacement Project. This form authorizes submitting application(s) for grant funding assistance for Youth Athletic Facilities (YAF) project(s) to the Recreation and Conservation Funding Board as provided in 79A.25 RCW, WAC 286, and other applicable authorities. WHEREAS, under provisions of the YAF program, state grant assistance is requested to aid in financing the cost of facility renovation of Memorial Field, and WHEREAS, our organization considers it in the best public interest to complete the project described in the application(s). NOW, THEREFORE, BE IS RESOLVED that: 1. The Jefferson County Public Works Director is authorized to make formal application to the Recreation and Conservation Funding Board for grant assistance. 2. Our organization has reviewed the sample project agreement on the Recreation and Conservation Office's web site at: hLtp://www.rco.wa.gov/documents/manuals&forms/Samp]eProjAgreement.pdf and authorizes the Jefferson County Public Works Director to enter into such a project agreement, if funding is awarded. We understand and acknowledge that the project agreement will contain the indemnification and other terms and conditions that are contained in the sample project agreement. The sample project agreement may be revised periodically by the Recreation and Conservation Office. Our organization recognizes that such changes might occur prior to our authorized representative signing the actual project agreement, and we accept the responsibility and the presumption that our authorized representative shall have conferred with us as to any such changes before he/she executes the project agreement on behalf of our organization and so executes with our authorization. 3. Any grant assistance received will be used for only direct eligible and allowable costs that are reasonable and necessary to implement the project referenced above. 4. Our organization expects our matching share of project funding will be derived from Jefferson County General Funds, the Port Townsend School District, the Chimacum School District, the Port Townsend High School Boosters Club, the Port Townsend Rotary Club, the Sunrise Rotary Club, the Friends of Jefferson County Parks and Recreation, and other community organizations; and our organization understands that pursuant to WAC 286-13-040 we must certify the availability of match at least one month before funding approval. In addition, our organization understands it is responsible for supporting all non-cash commitments to this project should they not materialize. 5. We acknowledge that if the Recreation and Conservation Funding Board approves grant assistance for the project(s), the Recreation and Conservation Office will pay us on only a reimbursement basis. We understand reimbursement basis means that we will only request payment from the Recreation and Conservation Office after we incur eligible and allowable costs and pay them. The Recreation and Conservation Office may also determine an amount of retainage and hold that amount until the project is complete. 6. We acknowledge that any property not owned by our organization that is developed, renovated or restored with grant assistance must be dedicated for the purpose of the grant for at least twenty (20) years after the project is complete unless otherwise provided and agreed to by our organization and the Recreation and Conservation Funding Board in the project agreement or an amendment thereto. 7. This application authorization becomes part of a formal application to the Recreation and Conservation Funding Board for grant assistance. 8. We provided appropriate opportunity for public comment on this application. 9. We certify that this application authorization was properly and lawfully adopted following the requirements of our organization and applicable laws and policies and that the person signing as authorized representative is duly authorized to do so. This application authorization was adopted by our organization during the meeting held in Port Townsend, Washington on , 2016. IN WITNESS WHEREOF, the parties have executed this agreement at Port Townsend, Washington on this, the day of , 2016. ATTEST: Carolyn Avery Date Deputy Clerk of the Board SEAL Washington State Attorney General's Office COUNTY OF JEFFERSON BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member Monte Reinders, P.E. Date Public Works Director/County Engineer Approved as to form March 18 2016 Assistance Attorney General Date