Authorize Acceptance of Funding in the Amount of $63,000.00 from Mayfest, Inc., for Various Park and Recreation Department Projects and Adopt Appropriation Ordinance (COUNCIL DISTRICT 9)

It is recommended that the City Council:

1. Authorize acceptance of funding in the amount of $63,000.00 from Mayfest, Inc., for various Park and Recreation Department projects; and

2. Adopt appropriation ordinance increasing estimated receipts and appropriations in the Special Donations Capital Projects Fund in the amount of $63,000.00 for these projects.

The purpose of this Mayor and Council Communication (M&C) is to accept funding in the amount of $63,000.00 from Mayfest, Inc., (Mayfest) for various Park and Recreation Department (PARD) projects.

Since 1973, the City has allowed a portion of Trinity Park to be used for the annual Mayfest event. In 1994, the City and Mayfest entered into a License Agreement with an initial term of five years and two five-year renewal periods. On April 28, 2009, (M&C C-23491) City Council authorized the renewal of this License Agreement. On March 8, 2011, (M&C C-24777) City Council authorized an amendment to the fee structure with Mayfest, modifying the structure from 20 percent of net operating profits to a fixed annual amount of $25,000.00 plus 10 percent of net profits.

In addition to fees the City receives from Mayfest under the License Agreement, the City can apply to Mayfest for funding for PARD projects.  On March 3, 2017, the PARD submitted a proposal to Mayfest encompassing four separate project requests.

On July 20, 2017, Mayfest notified the PARD that $63,000.00 would be awarded to fund the following three requests:

1. Funding in the amount of $35,000.00 for the construction of one permanent port-a-let enclosure for the containment of one accessible unit. The structure will consist of a concrete slab, split face CMU block walls, steel gates and a decorative steel roof structure.  
   
   
2. Funding in the amount of $21,500.00 to hire a third party vendor to scan and create an electronic archiving system for capital project files. The scope will include scanning large format plans and letter document files, and the development of a file structure and file naming convention in accordance with the Laserfische system managed by the City of Fort Worth City Secretary's Office.
   
   
3. Funding in the amount of $6,500.00 to upgrade the Mayfest stage sound system. The current audio equipment is approximately 20 years old and incompatible with modern forms of electronic audio equipment.
   
   
   

The Park and Recreation Advisory Board endorsed acceptance of this funding at their August 23, 2017 meeting.

Trinity Park is located in COUNCIL DISTRICT 9.

This M&C does not request approval of a contract with a business entity.