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Home My WebLink About5.1 Valley Children's Museum Temporary Location or nU,�� 19 82 STAFF REPORT CITY CLERK ` CITY COUNCIL File #215-20 DATE: May 5, 2015 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager " SUBJECT: Valley Children's Museum Temporary Location at Emerald Glen Prepared by Paul McCreary, Parks and Community Services Director EXECUTIVE SUMMARY: The City Council will consider a request from the Valley Children's Museum (VCM) to enter into a new Agreement to re-locate their Mobile Museum to a new location in Emerald Glen Park. The VCM would like to continue to be open during the Farmers' Market and expand its programs to include camps. FINANCIAL IMPACT: The VCM is requesting the City assist with the electrical connection costs for the project. These costs are estimated at $20,000. If the City Council provides funding as requested, a budget change will be necessary from General Fund Reserves. RECOMMENDATION: If the City Council determines the City should enter into a new Agreement, Staff recommends the City Council take the following actions: 1. Direct Staff to work with the City Attorney to develop a new License Agreement for execution by the City Manager, for a three-year term with the option for two one-year renewals. 2. Provide direction to Staff on the amount of funding, if any, the City Council would like to allocate for the capital outlay for the project. 3. Provide direction to Staff on the amount, if any, the City should include in the Agreement for reimbursement of ongoing electrical costs. Reviewed By Assistant City Manager Page 1 of 2 ITEM NO. 5.1 DESCRIPTION: Correspondence has been received from the Valley Children's Museum (VCM) Board seeking City Council approval to re-locate its Mobile Museum to a new location in Emerald Glen Park (Attachment 1). The Mobile Museum had been located in Emerald Glen Park since 2011 until it was recently removed to make way for the new Recreation and Aquatic Complex. The first Agreement was discussed by the City Council on March 15, 2011, at which time the City Council directed Staff to develop a lease agreement to locate the Mobile Museum at Emerald Glen. The City Council also committed up to $7,500 of City assistance for the placement of the Museum. The term of the first Agreement was for one year, with the option to renew for one additional year. The reason for the limited term of the Agreement was the anticipation of construction of the Recreation and Aquatic Complex project. Since that project was delayed, the Mobile Museum was allowed to remain in place until February 2015. The City has absorbed the ongoing cost of electricity as there was no way to meter the usage, and overall the amount of use has been relatively limited. Over the past four-years the VCM has operated the Museum and provided children's activities during the Farmers' Markets, splatter, Eggstravaganza and other community events. Additionally the VCM has been conducting school tours. Staff has been assisting the VCM Board since May 2014 with identifying alternate locations to temporarily locate the Mobile Museum. This has included multiple locations at Emerald Glen Park as well as the Public Safety Complex. The Museum requires a significant amount of electricity, and therefore there are few locations on City property with sufficient electrical supply in close proximity to accommodate the Museum. As a result of those discussions, the VCM Board is requesting a location at Emerald Glen that is adjacent to the concession building on the north side of the park. Attachment 2 is the proposed site plan from VCM. The Board is requesting a three-year agreement, with the option for two one-year renewals, which will allow it to expand its programs until a site is ready in Dublin Crossing Community Park for its permanent museum. In addition to the new Agreement, the VCM Board is requesting the City assist with electrical connection costs for the Mobile Museum. Based on a preliminary cost estimate the electrical work could be up to $20,000. If the City Council is in favor of the request from VCM, Staff recommends the City develop a new License Agreement for execution by the City Manager. In order to protect the City any such Agreement would require the VCM to provide the City with liability insurance and an endorsement naming the City of Dublin as additionally insured. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A notice of the City Council meeting was sent to residences within a 300-foot radius of proposed Museum location. A copy of the Staff Report was sent to the VCM President. ATTACHMENTS: 1. Letter from Valley Children's Museum 2. Proposed Site Plan from VCM Page 2 of 2 March 20, 2015 W*IA Honorable Mayor David Haubert Valley Honorable Vice Mayor Don Biddle Honorable Councilmember Abe Gupta Childrens Honorable Councilmember Kevin Hart Museum Honorable Councilmember Doreen Wehrenberg Mr. Chris Foss, City Manager and Mr. Paul McCreary, Director of Parks and Recreation City of Dublin Civic Center Drive Dublin, CA 94568 Re: Relocation of Valley Children's Museum in Emerald Glen Park Dear Honorables, Mr. Foss and Mr. McCreary, The Valley Children's Museum Board (`Board') is requesting a new agreement to temporarily place our Mobile Museum at a new location at Emerald Glen Park. We would like to site it in the landscape area next to the plaza and concession building. The board is thrilled with the potential for this new site location which allows the museum to expand its programs including camps, and visibility in the community until the permanent site is ready in Dublin Crossings. We would like to have a 3 year agreement, with the potential for two one-year renewals commencing in May 2015. The museum will be working alongside the City of Dublin events to continue to promote the museum and its programs to the City of Dublin residents as well as the entire Tri-Valley. The Site Committee with Ed Duarte, Pat Costanzo and Steve Lockhart is set to move forward. Upon approval of a new agreement, the new temporary site renovations would be worked out between the museum site committee and city staff at minimal cost to all. The museum invested a significant capital outlay ($25K) at the previous Emerald Glen site, therefore, we request for the City to assist with electrical connection costs and the museum will cover the capital cost of the foundation ($15K). Once again, thank you for the opportunity to continue for the museum to serve the communities in the Tri-Valley and the City of Dublin. We look forward to a long and prosperous relationship! Kindest regards, Dawn L. Benson President cc: Board of Directors, VCM q:1-11 El LU pp o - - awa LJi d I � w n ,z_ a°o s \I Q w l A w v 9 � x w Sk a= u a r _ 6 � m s - le ios w•us NNtld N3lm d'iVN3W3