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Home My WebLink About1996-06-06 - Minutes• • • • SPECIAL MEETING JUNE 6, 1996 Staff Present: Clark, Dugwyler PRAB Members Present: James, Waite City Attorney Present: LaGayle McCarty School Representative: Fred Turrentine *Discussion was about Jefferson playground funding, school lease agreements, and playground equipment for Vandergriff and Holcomb schools. Turrentine - We got copies of quotes on the playground equipment. I wrote the specs and • got three quotes back. We ordered the playground equipment without knowing what Dale Clark and the City needed. We followed the school system's purchasing guidelines. McCarty - We have to follow the City's purchasing guidelines. If the equipment is over $10,000, it would have to be a formal bid. Turrentine - Let's follow that then. Clark - Also, the Jefferson lease agreement needs to be redone We need legal descriptions on Vandergriff and Holcomb. We need these to be leased to the City for 25 years. That is how we have done it in the past. McCarty - You mean that it is school grounds and the City leases it? Clark - Yes. We have 7 others like that. If equipment gets worn out - we match funds again. We do the maintenance like repairing basketball goals. We don't mow, but we do haul topsoil with the exception of Asbell. This is what we are accustomed to. Waite - Can we satisfy both parties? Turrentine - We are willing to do whatever steps necessary. Dugwyler - Can we use their bids? McCarty - You will have to work with Peggy Bates, Manager of Purchasing. This is going to be an administration decision Clark - We have looked m our mmutes to see if we could find where we might have said that we would match funds on Vandergriff and Holcomb playground equipment. Orzek - 1993 through 1995. • 1 / June 6, 1996 Clark - I have been telling Turrentine that we would match funds, but we can't find in the minutes where we have taken a motion. Dugwyler - It is a proposed CIP project a few years from now. Clark/James - We do need to work on this. Turrentine - I want to do something different. The City purchases and we install. We are asking the City for half since the school is giving 25% and the PTA is giving 25%. Waite - That is how we do it. James - Back to Jefferson, we need to research the purchasing requirements and get those from Turrentine to give to Clark and McCarty McCarty - From the City's standpoint, it was not done legally. Clark, you would have to go to City Council and get a bid waiver. A copy of the school's purchasing requirements may be helpful. Turrentine - The equipment is already here. We wanted a ceremony for the kids, but the kids are gone. We will put something in the paper. Clark - We need for the playgrounds to have ADA platforms. Turrentine - No problem. Dugwyler - It is not in the drawmgs. Turrentine - We will do that when we install the equipment. Dugwyler - With rubber tiles? Turrentine - It will be. The playground itself will not be ADA, but a separate area will be ADA accessible. This is not involved in the bids Dugwyler - You have to have a certam percentage of the playground that is ADA/handicap accessible. Clark - There are three pieces in separate locations. Dugwyler - You can't segregate handicap from the non -handicapped kids. A certain percentage has to be accessible. Turrentine - Two areas will connect to the ramp. [Turrentine drew diagram for everyone]. Dugwyler - That is what we are talkmg about. Good. Clark - We need to take their guidelines to City Council for a bid waiver. McCarty - Or send the equipment back and rebid according to City guidelines. Waite - We need to go to the City Council for a bid waiver, but we need bid specs and a contract for in the future. Clark - We need a property lease to the City. Turrentine - The new leases will be more comprehensive than in the past with maintenance agreements. Clark - We need the School Board's input too. Turrentine - The new Superintendent starts officially July 1, 1996. I suggest you go to the School Board. Clark - We will work with you and LaGayle on that. Waite - We need to be in agreement on both sides. 2 / June 6, 1996 McCarty - To get a bid waiver, you have to show it is not feasible and impractical to return the equipment to rebid. Initiated by the state. Dugwyler - If Rudy Moore doesn't think we should be buying school playground equipment — how are we going to pay to do this next time? Turrentine - The purchase order was cut before I knew about the City's purchasing procedures. Clark told me inunediately that we have a problem with that. Clark - What should we do about Vandergnff and Holcomb? Dugwyler - The total is $89,900. Matching funds is $44,500. Clark - Number one .. Where can we get the money?... If that is what we elect to do. Will the school install it, etc. needs to be discussed further. Turrentine - We did run an ad in the paper two different times and only had one company to bid off of the ads. James - Where do we get the money? Dugwyler - Not Greenspace. We would have to defer other projects to pay for this. We could defer the Youth Center parking lot [$30,000] and Wilson Park Swim Pool Services [$18,000]. Waite - When was it budgeted for in the CIP for Vandergriff and Holcomb? Dugwyler - 1999. Waite - How much in the CIP? Dugwyler - I would have to check. Waite I want to show that we have it in the CIP for our meeting. Clark - We have to find the money for it regardless. We have to get this to the City Council. Turrentine, are you comfortable getting the legals to me within 30 days or less? Turrentine - Sure. We need to discuss the mowing, weed eating, etc.... Dugwyler - Summer months we are responsible and the School months you are responsible. Turrentine - Fixing, welding, putting poles in are things we can do. We are in need of mowing. We can't keep up. Waite - We need a comprehensive agreement rather than having separate leases to run through Legal and the Board Who do we have to do this? Clark - I would look to Orzek or Dugwyler to pull all the old agreements with Turrentine. Turrentine - I agree. Maybe we can have some tradeoffs. Waite - We want to continue the cooperation with the Schools and the Parks/City. We have time — like six months to a year to do this big lease agreement. Clark -1 sent a memo to Phyllis Rice on the gyms and about the maintenance. Turrentine - I haven't seen anything yet. Clark - We need to formalize that. We may pay the janitors through HMR and FYC staff with personnel with their budget. The City has budgeted for the bleachers, floor scrubbers, tables, chairs and a scoreboard. But what happens if something happens to the roof? We need it written how it will be repaired, who will pay for it, and who will do the work. Turrentine - The biggest cost of the gyms is heating it. We will ask for sharing the cost of 3 / June 6, 1996 • • energy. We may have to write up temporary agreements for Holcomb and Vandergriff because it will take a while to get these documents made up Dugwyler - Proportionally. When you use it and how often we use it. Turrentine - Maybe we can install separate meters. We need this documented. Waite - McCarty, can you handle this? McCarty - Sure. I haven't looked at the old leases, but I can and review the new ones. Waite - The equipment needs to be there by the beginning of the school year. Clark - We need to get the verbiage on guidelines to McCarty and make an agenda request to the City Council for a bid waiver. McCarty - I will take information from Turrentme and prepare the bid waiver. I will go over it with Peggy Bates too. Clark - We will meet in the Parks office on June 12th for the parks tour and discuss Vandergriff and Holcomb. Dugwyler - I will request Vandergriff and Holcomb janitors in the budget for next year. Clark - I appreciate everyone's time here today. • • kjo 4 / June 6, 1996