Attachment 11 - Spetember 20, 2016 Town Council Staff ReportCOUNCIL AGENDA REPORT
DATE: SEPTEMBER 8 , 2016
TO: MAYORANDTOWNCOUNC~
FROM: LAUREL PREVETT!, TQWN MANAGER
MEETING DATE: 09/20/16
ITEM NO: 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A MEMORANDUM OF
AGREEMENT WITH THE VETERANS MEMORIAL AND SUPPORT
FOUNDATION OF LOS GATOS FOR THE VETERANS MEMORIAL AT THE
TOWN OF LOS GATOS CIVIC CENTER
RECOMMENDATION:
Authorize the Town Manager to execute a Memorandum of Agreement with the Veterans Memorial and
Support Foundation of Los Gatos for the Veterans Memorial at the Town of Los Gatos Civic Center.
BACKGROUND:
At its January 20, 2015 meeting, the Town Council agreed that a Veterans Memorial should be located
at the Town 's Civic Center. Upon review of the Council direction, the Veterans Memorial and Support
Foundation of Los Gatos (VFLG) chose the redwood grove located in the southwest corner of the Civic
Center lawn fronting Main Street and immediately adjacent to Pageant Way, as the proposed location for
a Veterans Memorial. At the January 20, 2015 meeting Council asked that the VFLG to move forward
with developing conceptual design proposals for a Veterans Memorial that included a trellis with a focal
point on the Civic Center plaz a or a design proposal for the redwood grove that included statuary. The se
concepts returned to the Town Council and the final design, Flame of Liberty, was selected at the June
21, 2016 Council meeting.
The purpose of the Veterans Memorial as envisioned by the VFLG is to honor and recognize the
courage, loyalty, dedication, commitment and sacrifice of those who have served to defend America 's
freedom and to offer a site of contemplation for reflection and remembrance. The VFLG is a nonprofit
501 ( c )(3) foundation dedicated to honoring and supporting both U .S. military veterans, the men and
women of the Army, Navy, Air Force, Marines, and Coast Guard, and their familie s.
PREPARED BY: SHELA YNE HAMMACK
Management Analyst
ATTACHMENT 11
Reviewed by: __ Assistant Town Manager __ Town Attorney __ Finance
N :\SHAR£\C OVNCIL REPORTS\2 0 I 6\09-20 -16\03 Veterans\Staff Report FJNAL.docx
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MAYOR AND TOWN COUNCIL
SUBJECT: VETERANS MEMORIAL MEMORANDUM OF AGREEMENT
DATE: September 8, 2016
DISCUSSION :
A Memorandum of Agreement needs to be signed by both VFLG and the Town of Los Gatos to
establish clear guidelines and responsibilities for the development and execution of the project. The
Memorandum of Agreement outlines the roles and responsibilities of the VFLG and the Town for the
design, permits, construction, installation , and maintenance of the Veterans Memorial.
If the draft Memorandum of Agreement is approved, the VFLG will begin submitting appropriate
Architecture and Site, grading, and building permit applications, along with other necessary
requirements to the Town. Construction would occur after the Council's consideration and approval of
the Architecture and Site application and ·the Town 's issuance of the building and grading permits . The
Memorial' s estimated completion is in FY 2017-18. Listed below are highlights from the agreement:
• Scope of Development: The VFLG must file an Architecture and Site application for Council
approval. VFLG is responsible for paying all Town permit fees.
• Town Responsibilities: Town will provide a space at the Los Gatos Civic Center Grounds . The
Town will provide all plan review and inspection services associated with approved building and
grading permits .
• Design Professional: The VFLG shall have all aspects of the Veterans Memorial designed by a
professional.
• Maintenance and Operation: The VFLG funds all maintenance at no cost to the Town.
• Improvements for and Closure: The VFLG is responsible for construction oversight, grading,
landscaping and irrigation, electrical, other improvements, indemnification and insurance,
volunteers, removal of improvements, routine maintenance, and the reserve fund .
Depending upon the Council 's action and direction, Town staff will continue to work with the VFLG
with the goal of installing a Veterans Memorial in FY 2017-18.
CONCLUSION:
Authorize the Town Manager to execute a Memorandum of Agreement with the Veterans Memorial and
Support Foundation of Los Gatos for the Veterans Memorial at the Town of Los Gatos Civic Center.
ALTERNATIVES:
Alternatively, the Council could choose the following:
A. Direct staff to revise the Memorandum of Agreement and execute with the Veterans Memorial
and Support Foundation of Los Gatos.
B . Provide other direction .
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MAYOR AND TOWN COUNCIL
SUBJECT: VETERANS MEMORIAL MEMORANDUM OF AGREEMENT
DATE: September 8, 2016
COORDINATION:
This report was coordinated with the Town Manager's Office, Town Attorney's Office, the Parks and
Public Works Department, and the Community Development Department.
FISCAL IMPACT :
There are no fiscal impacts associated with the recommended actions .
ENVIRONMENTAL ASSESSMENT: -
This is not a project defined under CEQA, and no further action is required.
Attachments :
I. Memorandum of Agreement
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