Title
Chief Administrative Office recommending the Board approve and sign three agreements with the El Dorado County Fair Association for three Capital Improvement Projects on the El Dorado County Fairgrounds property:
1) Removal of a hazardous building with agreement 4522 for a total amount of $26,487 to be completed by July 1, 2020;
2) Creation of a RV park and gated encroachment on Ray Lawyer Drive with agreement 4544 for a total amount of $165,857 to be completed by December 31, 2020; and
3) Replacement of light poles on the racetrack with agreement 4545 for a total amount of $34,253 to be completed by December 31, 2020.
The Board approved funding for the projects on November 19, 2019 (Legistar item 19-1601).
FUNDING: Transient Occupancy Tax funds.
Body
DISCUSSION / BACKGROUND
At its March 29, 2005 meeting, the Board of Supervisors entered into an agreement with the El Dorado County Fair Association, Inc., a general non-profit corporation, for the continued management of the County Fair and Fairgrounds. The agreement states that the Fair Association will “have the use, possession and management of the fairgrounds for the period of this agreement.”
During a presentation to the Board on July 23, 2019 (Legistar 19-1121), the Fair Association outlined three proposed Capital Improvement Projects that they have requested funding for through Planning and Building’s Economic Development Division using Transient Occupancy Tax funding. The Board directed that they would consider these projects for funding during the excess fund balance process after the close of the fiscal year.
On November 19, 2019 (Legistar 19-1601), the Board approved funding for the three projects and directed staff to return to the Board with a budget transfer. On December 17, 2019 (Legistar item 19-1841) the Board authorized a budget transfer moving $226,600 into the Department 15 Special Projects account to fund the three requested projects. All projects will utilize Fair Association staff when possible to complete the work affordably.
The first project is the removal of an old Community College portable building on the Fairgrounds property that contains asbestos. Funding agreement 4522 with a total amount of $26,487 will allow the El Dorado County Fair Association to contract for the abatement and removal of the building. This building is located in the area of the proposed RV park in Agreement 4544.
Agreement 4544 will fund the creation of fifteen (15) full hookup RV spots including grading, power, water, and sewer for each spot. A commercial encroachment will be created for an entrance and exit on Ray Lawyer Drive including an electric gate with a keypad. The total amount of this agreement is $165,857 at the estimated cost of $8,000 per RV space and $45,857 for the Ray Lawyer Drive encroachment and gate.
The final project is the replacement of the nine wooden light posts surrounding the racetrack on the fairgrounds. Due to safety reasons the nine 60 foot high wooden poles are due for replacement. The $34,253 project will fund the removal light structures from current light posts for use on new posts, including removing electrical and conduit, replacing nine (9) wooden light posts, and reattaching electrical, conduit, and light structures to new light posts utilizing electricians when necessary.
ALTERNATIVES
The Board could choose to not fund the agreements, but the Transient Occupancy Tax funds appropriated to this project would need to be returned to designations or utilized for other projects addressing the impact of tourism and economic development.
PRIOR BOARD ACTION
See above in discussion.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
The El Dorado County Fair Association
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve these agreements.
FINANCIAL IMPACT
The funding for these projects was approved by the Board on November 19, 2019 (Legistar 19-1601) utilizing Transient Occupancy Tax funding generated in Fiscal Year 2018-19. The budget transfer allocated the $226,600 into the Department 15 - Non-Departmental Special Projects account.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to forward the fully executed agreements to Contracts for processing.
STRATEGIC PLAN COMPONENT
These agreements support the Infrastructure goal priority of analyze need, coordinate, and plan for County facilities. This item also supports the Economic Development goal.
CONTACT
Emma Owens, Management Analyst