AGENDA REPORT TO: Mayor & City Commission FROM: Ken Hibl, City Manager DATE: November 13, 2013 RE: Purchase Pettit Park Playground Equipment For the Agenda of November 18, 2013 Background. In May 2013 we were approached by Clare Rotary regarding our interest in applying for a joint grant to Rotary International for a community project of our choosing. We readily accepted the invitation and asked that the proposed grant project be to purchase and install new playground equipment in Pettit Park and to repair and repaint existing playground equipment. We were recently informed that the grant application has been approved and the grant funding will be available in Spring 2014. The price quotation (see copy of att d memo of our Rec Director) we received for the new playground equipment is valid until December 31, 2013; we anticipate a minimum of a 2.5% price increase thereafter. Consequently, we believe it prudent to purchase the equipment now and store it until next spring when it will be installed as a joint project between the Clare Rotary Club and the City. The City Commission is asked to approve the purchase of the equipment. Issues & Questions Specified. Should the Clare City Commission approve the purchase of new playground equipment for Pettit Park? Alternatives. 1. Purchase the equipment. 2. Do not purchase the equipment. 3. Set the matter aside for consideration at a later-scheduled commission meeting. Financial Impact. The total of the grant is $6,000. One-third of that total will be provided by the Clare Rotary Club; one-third by Rotary International; and one-third by the City. The new equipment cost is $5,654; the remainder of the $6K will be used for installation materials for the new playground equipment and to purchase paint and sundry repair items for existing City playground equipment. We expect that the cost of this equipment will increase to approximately $5,800, thus reducing the amount of grant funds available to purchase repair items by approx. $150 if the purchase is not made by December 31 st. The City will front the new equipment costs now and be reimbursed by Rotary next spring. The City s Recreation Fund has the monies available to facilitate the purchase. Recommendation. I recommend that the Clare City Commission approve the purchase of the equipment by adoption of Resolution 2013-122 (copy att d).
Attachments. 1. Playground Equipment Description and Quotation. 2. Resolution 2013-122. 2
RESOLUTION 2013-123 A RESOLUTION OF THE CLARE CITY COMMISSION APPROVING THE PURCHASE OF PLAYGROUND EQUIPMENT FOR PETTIT PARK. WHEREAS, the Clare Rotary Club submitted a grant application to Rotary International for the purchase and installation of new playground for Pettit Park and for repair and repainting of other playground equipment in the City; and WHEREAS, total project costs for said grant application are $6,000, said costs to be shared equally by Rotary International, the Clare Rotary Club, and the City of Clare; and WHEREAS, the City has been informed that said grant application has been approved with work to be completed in Spring 2014 and funding to be available from Rotary International and the Clare Rotary Club commensurate with completion of said work; and WHEREAS, the City has received a quotation for the purchase of the new playground equipment, said quotation being $5,654 and is valid until December 31, 2013, at which time it is expected to increase by a minimum of 2.5%; and WHEREAS, the City has determined it is prudent to purchase said equipment using City funds, which will be reimbursed on a pro-rata basis by Clare Rotary in 2014, prior to December 31 st to avoid the expected price increase, thereby providing more grant funds for the purchase of paint and repair parts for other City playground equipment. NOW THEREFORE BE IT RESOLVED THAT the Mayor and the City Commission of the City of Clare hereby approves the purchase and the expenditure of $5,654 for new playground equipment for Pettit Park, said equipment to be stored upon receipt for installation in Spring of 2014 by the Clare Rotary Club and the City of Clare. ALL RESOLUTIONS AND PARTS OF RESOLUTIONS INSOFAR AS THEY CONFLICT WITH THE PROVISIONS OF THIS RESOLUTION BE AND THE SAME ARE HEREBY RESCINDED. The Resolution was introduced by Commissioner and supported by Commissioner. The Resolution declared adopted by the following roll call vote: YEAS: NAYS: ABSENT: Resolution approved for adoption on this 18th day of November 2013. Sarah Schumacher, Deputy City Clerk