HomeMy WebLinkAbout6.e. Agreement with Rosemount Veterans' Memorial Walk OrganizationAGENDA ITEM: Agreement with Rosemount Veterans'
Memorial Walk Organization
AGENDA SECTION:
Consent
PREPARED BY: Dan Schultz, Parks and Recreation
Director
AGENDA NO.
ATTACHMENTS: Proposed Agreement, Concept Plan and
Cost Estimates
APPROVED BY:
RECOMMENDED ACTION: Motion to approve the agreement for the Rosemount
Veterans' Memorial Walk project.
4 ROSEMOUNT
CITY COUNCIL
City Council Regular Meeting: September 1, 2009
EXECUTIVE SUMMARY
ISSUE
The City Council recently reviewed a concept plan and proposed budget for the development of the
Rosemount Veterans' Memorial Walk The proposed park improvements will honor those who have served
in the military and are to be located along the east side of the Koch Trail in Central and Erickson Parks. The
project is to include a statue, signs, flags, engraved pavers, memorial groves, rest and reflection areas and
monuments.
Following the review by the City Council, project organizers were asked to submit a phasing plan and a cost
estimate for each phase. Attached to the executive summary are the phasing plan and cost estimates for each
phase. There are seven phases proposed for the project. The basic elements of the first and seventh phases
are signs and flag poles. Phase one will also include the first batch of pavers to be installed. The remaining
phases have basic elements of either a memorial area (grove) or rest/reflection area. The estimated cost for
each phase only includes the cost for the basic elements, as described above. The statuary and monuments
are not included in the phasing plan cost estimate. The design, style and cost of the statuary and monuments
will be dependent on the funds that are raised for the project. Future paver installation will occur only as
purchases allow and is not included in the estimates. The placement of future pavers will be determined by
the progress that has been made on the overall project.
BACKGROUND
The veterans group has estimated the cost of the project to be $963,000. The funds will be raised through
the sale of pavers and private donations. They anticipate building the walk in phases and as funds allow.
They have indicated that they would include the sign and pavers in the first phase. The phasing of the
concept plan is identified on the map in the packet. Also included in the packet is a cost estimate for the
landscaping of the individual areas. The cost of the pavers and statuary are not included in the estimates
because the group is not certain what they will be to able provide based on the funding of the project.
SUMMARY
The City Attorney has drafted an agreement that will define the roles and responsibilities of the City and the
organizers of the Rosemount Veterans' Memorial Walk in relation to the proposed park improvement.
Staff is recommending the City Council approve the attached agreement with the organizers of the
Rosemount Veterans' Memorial Walk.
AGREEMENT
BETWEEN THE CITY OF ROSEMOUNT and the ROSEMOUNT VETERANS
MEMORIAL WALK
This Agreement is made as of the day of 2009 by and between the City of
Rosemount, a Minnesota municipal corporation (the "City and Rosemount Veterans Memorial
Walk, a Minnesota non profit Corporation (the "RVMW
This Agreement provides the conditions under which the City will allow the RVMW to use and
develop a portion of the Koch Trail through Central /Erickson Park as a memorial to military
veterans. The memorial will be in the form of signs /monuments, engraved pavers, statuary, flag
poles, benches, and various landscape enhancements in accordance with the approved
concept plan as shown on Exhibit A, attached.
The City will continue to own and have priority use of the trail and the area around it. The trail is
intended for the pleasure and use of park visitors. Any enhancement to the trail or installation of
any elements of the Memorial Walk along the trail must be done in a manner that does not
prohibit, alter, or in any way interfere with the use and maintenance of the trail. However, the
trail may need to be closed temporarily for construction. Furthermore, the trail exists as a
feature of Central /Erickson Park. The development of the Memorial Walk along the Koch Trail
will not hinder or limit the redevelopment of these parks and /or the relocation of trails that
service them, should this redevelopment become necessary. While the redevelopment of the
area in question is not anticipated at the time of the original signing of this Agreement, if it
should occur, the removal and relocation of those elements of the Memorial Walk already
installed will be negotiated with the RVMW and will be included with the cost of the
redevelopment project.
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The most prominent component of the Memorial Walk will be the engraved pavers that will be
installed so as to line the existing Koch Trail. For maintenance reasons, primarily snow
removal, there will need to be some separation between the pavers and the edge of the asphalt
trail. The RVMW will market, sell, and order the engraving of the pavers. The RVMW will
contract with a professional landscape firm to install the engraved pavers along the trail. It is
expected that installation of the pavers will occur as they are sold and engraved but that they
will be installed in groups, once or twice each year depending upon the number sold in the
interim. The RVMW will also work with professional artists to produce all statuary and /or
monuments and with landscape professionals to install the statuary, monuments, flag poles,
benches, and any other landscape improvements that the RVMW will purchase with proceeds
from the sale of the engraved pavers and from other sources, including fundraising.
While there is no deadline for the completion of the Memorial Walk, it is expected that a
representative of the RVMW will, at least once each year, update the Parks and Recreation
Commission on the status of the memorial and the work anticipated in the coming year.
Furthermore, it is agreed that the work will continue on the Memorial Walk until it is completed
as shown on the concept plan. Each of the elements, such as the Memorial Groves or Rest and
Reflection Places, will be installed and constructed (when sufficient funding for that element has
been obtained) as a complete unit and not in a piecemeal manner. Should there come a time
when there has been no activity toward the completion of the Memorial Walk within a 24 month
time period, or if the memorial falls into a state of disrepair or unattractiveness, this agreement
is terminable by the City upon 60 days' written notice.
ROSEMOUNT VETERANS MEMORIAL WALK Shall:
1. Market and sell the engraved pavers that will be placed along the asphalt trail.
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2. Use the profits from the sale of the engraved pavers to pay for their installation by a qualified
landscape installation firm. The pavers are to be installed along but not abutting the asphalt
trail. There shall be separation of the trail surface and the pavers so that snow removal
equipment does not damage or move the pavers once they are installed.
3. Use the profits from the sale of the engraved pavers to purchase and have installed the
remaining elements of the Memorial Walk. The placement of these elements must be
approved by the City.
4. Supplement the funds generated by the sale of pavers with other funds generated by
fundraising, donations, and investments.
5. Prepare detailed specifications and drawings for the various memorial elements and have
these approved by the City, and provide to the City satisfactory evidence that sufficient
funds have been secured, before beginning construction or installation of any element.
6. Coordinate the scheduling of any installations with the City so as to avoid park use conflicts.
7. Make yearly report to the Rosemount Parks and Recreation Commission, updating them on
the number of pavers recently sold and describing the next element(s) to be constructed
and the timing of its (their) anticipated completion.
8. Keep accurate records of all pavers sold, all income and donations, and any purchases or
expenditures.
9. Work with City officials and other Veteran's organizations (VFW, American Legion, etc.) to
plan, promote and present programs for veterans and their families.
City of Rosemount Shall:
1. Approve the concept plan presented by RVMW of the Memorial Walk
2. Allow the RVMW to develop a Memorial Walk along the Koch Trail that is consistent with the
concept plan approved by the City.
3. Provide parking for the Memorial Walk at Central Park
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4. Provide access to the Memorial Walk via trails in Central Park and Erickson Park.
5. After installation of the pavers, statuary, signs /monuments, flag poles, benches and various
landscape enhancements, the expense of maintenance shall be borne by the City. The City
shall remain in control of the area shown on Exhibit A and have the right to make changes
and /or improvements without the permission of the RVMW.
CITY OF ROSEMOUNT
By:
Its Mayor
And by:
Its Clerk
ROSEMOUNT VETERANS
MEMORIAL WALK
By:
Its: Chairman
By:
Its: President
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Project Cost Estimate
PAVERS* $582,462
BENCHES (2)* $4,000
ENTRANCE SIGN* $3,162
MINUTE MAN STATUE $55,000
12' PARTITIONS (9 X $4,000)* $36,000
FLAGPOLES (9)* $9,000
PAVER INSTALLATION AREA* $56,525
2 REST AND REFLECTION NODES* $2,340
MEMORIAL MONUMENTS (9) $54,000
CONTINGENCY (20 $160,498
TOTAL $962,987
*These line items are expected to fund the basic improvements with each phase.
Cost Estimate per Phase
Phase
1 $19,000 (includes batch 1 of pavers)
la $10,100
2 8,000
3 7,000
4 7,000
5 8,000
6 8,000
7 $12,500
Total $80,400 (includes possible contingency funds)
Notes
The phasing cost estimates above are for installing the south sign, creating the
individual nodes, rest areas and flagpole locations as designated on the phasing plan.
Please note Phase one does include installing the first group of pavers.
Future pavers and paver installation will be purchased and installed only as purchases
allow and are not included in the estimates. The location of future pavers will be
determined by what progress has been made on the future phasing.
Statuary and monuments are not included in the phasing plan. The design, style and
cost of the statuary and monuments will be dependent on the funds that are raised for
the project.