Title
Chief Administrative Office recommending the Board:
1) Approve Amendment I to Agreement 4545 with the El Dorado County Fair Association to allow for the replacement of up to nine (9) light poles acknowledging that due to the loss of volunteer labor all nine poles may not be replaced without changing the compensation or term of the agreement;
2) Approve Amendment I to Agreement 4544 with the El Dorado County Fair Association to allow for any excess funds from the creation of the RV park and encroachment in Agreement 4544 to be used to fund the replacement of racetrack light poles as authorized in Agreement 4545 not to exceed an additional $15,747 in funding with no change to the term of the agreement; and
3) Find that a public benefit is derived from continuing to support this effort to improve fairground facilities.
FUNDING: Transient Occupancy Tax funds.
Body
DISCUSSION / BACKGROUND
On February 11, 2020 with Legistar item 20-0043, the Board authorized three capital improvement projects on the El Dorado County Fairgrounds property with Agreement 4522 removal of a hazardous building, Agreement 4544 creation of an RV park and encroachment, and Agreement 4545 replacement of light poles on the racetrack.
The amount of the racetrack light poles replacement project was dependent upon a commitment from a volunteer to install the poles. The volunteer is no longer able to commit to assisting with the project, and the El Dorado County Fair Association will no longer be able to replace all nine poles with the $34,253 outlined in the agreement. The Fair Association will be able to replace six of the poles with the original project amount. The Fair Association is in the final stages of the RV park and encroachment project outlined in Agreement 4544, and may have some funding remaining after the project is complete.
Staff recommend the Board approve Amendment I to Agreement 4544 and Amendment I to Agreement 4545 which will allow the El Dorado County Fair Association to begin the replacement of six of the poles immediately before the weather prevents replacement, and use any funds remaining from the RV park and encroachment project, Agreement 4544, to fund the replacement of the remaining poles if possible. In alignment with project quotes, Amendment I outlines that only an additional $15,747 may be used for the remaining poles bringing the total cost of the light poles replacement project to $50,000.
ALTERNATIVES
The Board could choose not to approve the amendments and the El Dorado County Fair Association would not be able to replace the poles at the racetrack, and return the funds to the General Fund.
PRIOR BOARD ACTION
See above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
El Dorado County Fair Association
FINANCIAL IMPACT
The approval of Amendment I to Agreement 4544 and Amendment I to Agreement 4545 does not have any financial impact as the amendments do not increase the total amount of funding to the Fair Association for these projects. However if not approved the Fair Association would have to return the $34,253 outlined in Agreement 4545 as well as any excess funds from Agreement 4544 to the General Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain the Chair’s signature on one copy of Amendment I to Agreement 4545 and then on one copy of Amendment I to Agreement 4544.
STRATEGIC PLAN COMPONENT
The amendment supports the Infrastructure goal priority of analyze need, coordinate, and plan for County facilities. This item also supports the Economic Development goal.
CONTACT
Don Aston, Chief Administrative Officer
Emma Owens, Management Analyst