AGENDA #4d
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposal to Provide Funds to Install a Play Structure on Property Owned by Pines Community Center, Inc.
DATE: March 27, 2006
PURPOSE
The purpose of this memorandum is to propose a joint project with Pines Community Center, Inc. to provide a safe play structure for use by children in the Pine Knolls neighborhood.
The attached resolution would authorize the Town Manager to execute an agreement with Pines Community Center, Inc. to provide play equipment at the Pine Knolls Community Center.
BACKGROUND
In 1993, the Town acquired two lots on Johnson Street adjacent to the Pine Knolls Community Center in the Pine Knolls neighborhood. Please see the attached map.
In 1990, the Council authorized the Town Manager to spend Town funds to install a play structure on the Pine Knolls Community Center property. The agreement that was signed ensured that the structure would be available for the community at large as well as for participants of the programs of the center.
On March 22, 2004, Damita J. Hicks presented a petition to the Council that requested that the Town use two parcels of Town property adjacent to the Pine Knolls Community Center for recreation purposes. We subsequently met several times with representatives of the Center and determined that replacing the existing play structure on the Center’s property would provide the greatest recreational benefit to the community.
DISCUSSION
The play structure that was installed by the Town at the Pine Knolls Community Center about 25 years ago is nearing the end of its useful life. We intend to remove the equipment in 2006.
However, we believe that the play structure has long served a public service by providing a play area in a neighborhood that does not have direct access to a public park. Pines Community Center, Inc. has agreed to continue the use of its property as a public play area if the Town would agree to remove the old equipment, prepare the site, and install new play equipment. The major terms of the proposed agreement would be:
Financial Contribution by the Town: The Town would provide $18,000 to be used for removal of the old equipment, preparation of the site, purchase of play equipment, fence repair and/or new fence installation and installation of play equipment.
Selection of Play Equipment: The Town and Pines Community Center, Inc. would work together to develop specifications for selection of play equipment, although the Town would be responsible for selection of the equipment provider and installer based on bids received, after consultation with Pines Community Center, Inc.
Access: Pines Community Center, Inc. would allow the Town to access its property for the purposes of preparing the site, installing play equipment, and maintaining the equipment over the life of the agreement. The public would have use of the play area during daylight hours, when the play area was not in use by the Center. Pines Community Center, Inc. would have exclusive use of the play equipment for special programs and day care operations. However, the Center would make the play equipment available to the public a minimum of four hours on a daily basis and would only restrict public use during specific times that are needed for the Center’s special events and programs.
Ownership of Equipment: The Town would be considered the owner of all play equipment on the site purchased with Town of Chapel Hill funds. At the conclusion of the agreement the Center would become owner of the equipment. Pines Community Center, Inc. could notify the Town in writing, within 30 days of the termination of the Agreement, that it does not desire to be the owner of the equipment. Upon such notification the Town would remove the equipment.
Upkeep and Maintenance: The Town would be responsible for the upkeep and maintenance of the play equipment, fall surface, and fence surrounding the play area. Pines Community Center, Inc. would be responsible for daily trash removal in and around the play area.
6.Insurance: The Center would maintain a General Liability insurance policy in the amount of $1,000,000.
Term: The Agreement would continue for a period of 20 years from the date of execution of the Agreement.
Community Development Neighborhood Revitalization funds are available for this project. Neighborhood Revitalization funds are reserved for eligible activities in the Northside, Pine Knolls, and public housing neighborhoods.
NEXT STEPS
If the Council agrees to participate in this proposed joint venture we would first remove the existing equipment and grade and prepare the site. At the same time we would work with Pines Community Center, Inc. to select the type of equipment that would best serve the neighborhood. Once installed the Town would maintain the equipment, while Pines Community Center, Inc. would provide daily trash removal.
RECOMMENDATIONS
Town Manager’s Preliminary Recommendation: We recommend that the Council adopt the attached resolution that would authorize the Town Manager to execute a 20 year agreement with Pines Community Center, Inc. to provide play equipment at the Pine Knolls Community Center.
ATTACHMENT
