Youth Sports Park User Committee

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management requirement about contingency allocation. This was simply a procedural process that made sense). 11-0K c. There may be $200,000+ left in the fields /lights construction contingency. The $ spent on Parks exceeds the $2,350,000 guaranteed amount. In fact, from my understanding of Teri's projections, it is likely to be closer to $2.5 to $2.55 million. 2.wI- d. Do we allocate the remaining fields /lights contingency back to City and District at 28 %/72 %, or do we allocate it to the District at 100% since the money spent on Parks appears to be exceeding the guarantee by approximately $200,000. If we do the latter, we would have to reallocate some previously allocated costs so that City $ would not go directly toward bleachers or emergency access (IGA requirements). e. The implication of all this is that if the first path in d is chosen, there will be potentially about $50,000 less of unused contingency toward the acquisition of bleachers. If the second path is taken, the full approximate $200,000 could be available. f. Where we stand with bleachers is this: We will be shortly going out to bid for a third time. In the last bid, we required a 6 foot high bottom row. The low bidder was non - responsive because they submitted on a 40 inch high bottom row. Their bid for 1000 seats at 40 inches high was $133,360. They also bid $22,941 for a structural system for future cover, which, although not absolutely essential, is what is really wanted and which would be very hard and expensive to retrofit in the future. The price for four sets of bleachers with desired structure is $625,204; without the desired structure it is $533,440. If the District Board decides to award a beverage services contract with 12 machine in every high school, and for and year period, the District is likely to receive $320,000 up- front. With $200,000 in contingency, $520,000 would be available; with $150,000 in contingency, $470,000 would be available. SEHS and SHS tell us that they have about $40,000 in pledges, each, toward bleachers. NEHS and CHS have only a few thousand dollars each in pledges. There is a small amount of additional funds in corporate sponsorships for advertising (future money). This year's funds, in part, have gone toward bleacher rental of $25,000 for 500 seats at each school for 2 -1/2 months. 2. Allocation of unused project management line item. In February the Policy Committee met and agreed to a number of alternates to be added back to the project due to some excellent bids we received in several categories. Add -backs occurred on the parks side and on the fields side. If projected savings in project management ($50,000) was included, there was sufficient money to fund all the add -backs included required gress lighting for the bleachers ($100,000). There is a difference of opinion about whether or the full cost of the egress lighting was part of the February solution. This needs to be re I ed by the Policy Committee. (There is currently about _ $50,000 in the overall budget earmark d r this line item). C„ ( NO pp kockcr E VAEK4 ENCY 3. Cost allocation for fence extension on Norwood at Meadowlark. As you may recall, we agreed to put a six foot fence along Norwood from the track to Meadowlark in order to induce people to park at SHS rather than along Norwood for kidsports and other youth events. Due to miscommunication and /or a difference of opinion, the fence was initially built as described, except that it did not continue the full length of Norwood to Meadowlark (it stopped by the ball field at Meadowlark) and it was only four feet rather than six feet for the last section nearest to Meadowlark. The Mayor noticed this and raised some concerns, and the fence was lengthened and the height was increased. There is a difference of opinion about whether this should be charged to the YSP account or the fields account. ti �1 ,,,� -4 - warra�,� em 9 10 (flelc6 o-�+E� issues . 90�00O A `1 `1 ti tzb , 600 1,066,5 cJ41