HomeMy WebLinkAbout12-15-20 City Commission Packet Materials - C7. Agreement Accepting Donation from Library Foundation for Phase 1 of Expansion ProjMemorandum
REPORT TO:City Commission
FROM:Jon Henderson, Strategic Services Director
Susan Gregory, Library Director
SUBJECT:Authorize the City Manager to Sign a Letter of Agreement Accepting a
Donation in the Amount of $174,785 from the Library Foundation for Phase
1 of the Bozeman Public Library Expansion Project
MEETING DATE:December 15, 2020
AGENDA ITEM TYPE:Agreement - Agency/Non-profit
RECOMMENDATION:Authorize the City Manager to sign a Letter of Agreement accepting a
donation in the amount of $174,785 from the Library Foundation for Phase 1
of the Bozeman Public Library Expansion Project
STRATEGIC PLAN:5.1 Civic and Cultural Infrastructure: Expand Bozeman's civic and cultural
"infrastructure" as the city grows.
BACKGROUND:
On September 22, 2020 the City Commission approved an Agreement
between the Bozeman Public Library, the Bozeman Public Library
Foundation, and the City of Bozeman for Phase 1 of the Bozeman Public
Library Expansion Project to address growing program needs, in addition to
expanded meeting room space, and covered parking for the bookmobile.
This project will be completed in three phases:
Phase 1 – Community Engagement & Conceptual Design
Phase 2 – Final Design
Phase 3 – Construction
This Letter of Agreement confirms the understanding reached by all parties
and sets forth the terms and conditions of a contribution by the Bozeman
Public Library Foundation to the City of Bozeman to complete Phase 1 of the
Bozeman Public Library Expansion Project.
This agreement has been reviewed by the Legal Department and found to be
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acceptable in meeting the City’s specifications and standards.
UNRESOLVED ISSUES:None.
ALTERNATIVES:As identified by the Commission.
FISCAL EFFECTS:The Bozeman Public Library Expansion Project will be funded partially with
the Library Foundation’s capital reserves. In addition, the Library Foundation
has a couple of donors who are interested in making a major gift to the
project once it’s further developed.
Attachments:
Letter of Agreement for Bozeman Public Library Expansion
Project
Report compiled on: December 4, 2020
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Letter of Agreement
December 1, 2020
RE: Phase 1 of Library Expansion—Letter of Agreement
This letter of agreement (the “Agreement”) confirms the understanding reached by the parties
and sets forth the terms and conditions of a contribution by the Bozeman Public Library
Foundation (“BPLF”) to the City of Bozeman (“City”) to complete Phase 1 of the Library
Expansion project.
1. Parties to the Agreement and Notices:
a. For BPLF
Contact: Janay Johnson, Director
Address: 626 East Main; Bozeman MT 59715
b. For City of Bozeman
Contact: Cyndy Andrus, Mayor
Address: 121 N. Rouse Ave; Bozeman MT 59715
2. Background:
Details of the project and the specific responsibilities of each party are outlined in the Agreement
between the Bozeman Public Library, the Bozeman Public Library Foundation, and the City of
Bozeman signed and executed on October 23, 2020.
The Library Expansion Planning Committee has selected MSR Design to complete Phase 1
work. MSR Design’s fee is $170,560 plus reimbursable expenses estimated to be a total of
$4,225.
3. BPLF Responsibilities:
a. Submit a check in the amount of $125,000 payable to the City no later than December
31, 2020.
b. Submit a check in the amount of $45,560 payable to the City no later than January 30,
2021.
c. Submit a check(s) payable to the City for all reimbursable expenses submitted by
MSR, as they are billed to the City.
4. City of Bozeman Responsibilities:
a. Utilize the funds exclusively for Phase 1 of the Library Expansion project.
b. Return any unused funds to BPLF at the completion of Phase 1.
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c. Highlight BPLF’s funding and involvement in the project in press releases or other
promotional activities.
d. Bill BPLF monthly for any reimbursable expenses submitted by MSR.
5. Acceptance:
By signing below, the undersigned represent that they are authorized to act on behalf of their
respective parties and to bind their respective parties to the terms of this Agreement, and that the
undersigned parties have read, understand and agree to the above.
Bozeman Public Library Foundation:
Signed: ____________________________
Janay Johnson, Director
Date: ______________________________
City of Bozeman:
Signed: _____________________________
Jeff Mihelich, City Manager
Date: _______________________________
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