HomeMy WebLinkAbout2017-02-28 - AGENDA REPORTS - FALLEN VETERANS MONUMENT PROJ 2013 (2)Agenda Item: 11
CITY OF SANTA CLARITA
AGENDA REPORT
UNFINISHED BUSINESS
CITY MANAGER APPROVAL:
DATE: February 28, 2017
SUBJECT: FALLEN VETERANS MONUMENT, PROJECT P2013
DEPARTMENT: Public Works
PRESENTER: Damon Letz
RECOMMENDED ACTION
City Council:
Provide direction on the design and location for the Fallen Veterans Monument in the
Veterans Historical Plaza in Newhall.
2. Provide direction on the Santa Clarita Valley Veterans Memorial, Inc., proposal for the City
of Santa Clarita (City) to pay for the following: structural design and plans for the monument
footing; materials for the footing, lighting, flatwork, seating, and utility relocation; and dump
fees estimated at $35,000. The cost of the labor for these items will be provided by donations
through the Santa Clarita Valley Veterans Memorial, Inc.
3. Provide direction on the Santa Clarita Valley Veterans Memorial, Inc., proposal to extend the
existing pergola at the Veterans Historical Plaza over the Fallen Veterans Monument and
have the City pay for the following: design and plans for the pergola extension; materials for
the pergola; utility relocation for the larger area; and additional dump fees estimated at
$49,500. The cost of the labor for the pergola extension and associated utility relocation will
be provided by donations through the Santa Clarita Valley Veterans Memorial, Inc.
4. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
BACKGROUND
At the August 25, 2015, City Council meeting, Bill Reynolds, a representative of the Santa
Clarita Valley Veterans Memorial, Inc. (SCVVM), spoke during public participation to propose
a monument to honor the military veterans of the Santa Clarita Valley who have been killed in
action, beginning with World War I through present day. At the January 26, 2016, City Council
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meeting, Mr. Reynolds submitted a design and proposal for the monument to be placed at
Veterans Historical Plaza.
The Veterans Historical Plaza Special Use Facility Policy, approved by the City Council on
February 22, 2011, identifies a procedure for the review of any proposed additions to the Plaza.
Proposals must first be reviewed by SCVVM then taken to the Parks, Recreation, and
Community Services Commission (Commission) for their review and consideration. The
Commission's recommendation must then be moved on to the City Council for their
consideration.
On August 26, 2015, SCVVM approved the proposal to install a Fallen Veterans Monument
(Monument) at Veterans Historical Plaza. On April 7, 2016, the Commission reviewed the
proposal and gave their support for the project moving to the City Council.
On May 24, 2016, staff presented the Monument project to the City Council. The City Council
requested staff return with design options that would meet the quality and guidelines of the
Veterans Historical Plaza. City Council also authorized staff to expend the necessary funds to
accomplish the planning and design concepts so the City Council could review and select a final
design for the Monument.
On June 28, 2016, Mr. Reynolds addressed the City Council during public participation and
provided a revised design of the Monument. He indicated SCVVM had pledges for funding the
purchase of the Monument, and he was working with an architect that could provide a site plan at
no cost to the City of Santa Clarita (City). The City Council directed staff to hold off on hiring a
design consultant and to bring this item back at a future meeting to present Mr. Reynolds' design
proposal and seek direction.
On August 23, 2016, staff presented Mr. Reynolds' revised design of the Monument and
proposed location at the Veterans Historical Plaza. Pursuant to the agenda item for this meeting,
Mr. Reynolds was responsible to prepare a site design, including location of existing utilities,
electrical access for lighting, and foundation support, at his expense and to the satisfaction of the
City. The City Council voted unanimously to approve the Monument and location as proposed.
On November 22, 2016, Mr. Reynolds made a request to expand the scope of the Monument
project by extending the existing pergola over the monument. At that time, Mr. Reynolds
requested the City pay for site design, construction plans, and purchase all construction
materials, including the monument foundation and the extension of the pergola. To give staff
adequate time to review this proposal, the City Council indicated the item would be addressed
after the first of the year.
PROJECT DESCRIPTI
Pursuant to City Council direction, attached is the final design and location for the Fallen
Veterans Monument at the Veterans Historical Plaza for review. The proposed Monument is a
two-sided, solid granite wall with laser etched artwork and lettering. The installed Monument
will stand approximately six feet tall by seven -and -a -half feet wide. The front side will include
the emblem of each branch of the military, the City logo, and the names of all known Santa
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Clarita veterans killed in action, listed by war. Space will be provided to add names in the event
additional fallen veterans are identified in the future. The font used for etching the names will be
such that it can be easily replicated. The back side will be a collage of images of each of the wars
represented on the front of the monument. A walkway will extend around the monument with
seating to be provided on each side. (Renderings attached.)
The names of all the fallen warriors for World War II through the Iraq and Afghanistan conflicts
have been compiled by Mr. Reynolds and are in the vetting process by Congressman Steve
Knight's office. Mr. Reynolds is coordinating with Congressman Knight's office to compile a list
of names for World War I.
The proposed location for the Monument is near the corner of Market Street and Newhall
Avenue and is adjacent to one of the existing pergolas. The pergola is proposed to be expanded
over the Monument. The expansion will be designed to match the existing pergola and will be
approximately 20 feet wide and extend 16 feet from the existing pergola. All efforts will be made
to keep the existing trees near this project; however, there may be conflicts between the root
structure and the new footings of the monument and pergola or utility trenches that may impact
the existing trees.
Mr. Reynolds and SCVVM have raised sufficient funds to pay for fabricating and delivering the
granite monument. Mr. Reynolds has also arranged for all of the labor for the project to be
donated by C.A. Rasmussen. Mr. Reynolds proposes that the cost and procurement of
construction plans and all project materials, other than the monument itself, be covered by the
City. This includes plans and engineering for the monument foundation, pergola expansion, and
utility relocations, as well as all construction materials for the monument foundation, pergola
extension, walkway, utility relocation, lighting, and seating. Staff estimates these costs at
$78,000 plus $6,500 for staff time to manage the project for a total of $84,500.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Funds for the proposal are undetermined and will be appropriated upon City Council direction.
ATTACHMENTS
Veterans Historical Plaza Special Use Facility Policy
Proposed Monument and Pergola Extension
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CONSENT CALENDAR
DATE;
SUBJECT -
Agenda Item: 12'
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
February 22, 2011
c
Rick Gould
VETERANS HISTORICAL PLAZA SPECIAL USE FACILITY
POLICY
Parks, Recreation, and Community Services
RECOMMENDED ACTION
City Council adopt the Veterans Historical Plaza Special Use Facility Policy for the operation
and use of Veterans Historical Plaza,
BACKGROUND
The City Council directed staff to develop a policy for the operation and use of Veterans
Historical Plaza at the November 9, 2010, City Council meeting. City Council also asked staff to
explore options for a temporary backdrop for use at events and to look into installing a
computerized brick finder to assist park users with locating commemorative bricks.
At the December 2, 2010, meeting of the Parks, Recreation, and Community Services
Commission, staff presented the Commission with a draft special use facility policy for Veterans
Historical Plaza. The Commission was not supportive of placing a kiosk with an electronic brick
finder on the site and had several concerns with this idea. The Commission expressed concerns
that such an amenity would not fit in with what is currently at the site, that it is more appropriate
for use at much larger sized memorials, and that it would be subject to vandalism.
Commissioners were also concerned about the maintenance of this type of an amenity. Further,
the Commission felt strongly that the site lends itself to visitors simply walking around and
enjoying the serenity while finding the bricks they are looking for. The Commission asked staff
to explore online options where visitors use the City's website as a way to find the general
location of bricks at Veterans Historical Plaza.
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The Commission also advised staff to meet with representatives of the Historic Veterans
Memorial Committee and the Santa Clarita Valley Veterans Memorial Committee to ensure they
were involved with the formulation of the policy.
Staff met with members of the Historical Veterans Memorial Committee and the Santa Clarita
Valley Veterans Memorial Committee, the local Veterans groups, to discuss the draft policy.
These groups have recently merged into one group, called SCV Veterans Memorial, Inc.
Both staff and the Veterans group concluded that the following issues are critical:
1. The intent of the policy is to outline the appropriate uses for Veterans Historical Plaza.
2. A written set of procedures is needed to allow for the consideration of modifications or
improvements to the Plaza.
3. The City is well equipped to handle the ordering and installation of Commemorative Bricks
in the Plaza over the long term.
SCV Veterans Memorial, Inc. is supportive of the draft policy and of the City facilitating the
administrative tastes associated with the Commemorative Brick program.
At the February 3, 2011, meeting of the Parks, Recreation, and Community Services
Commission, staff presented the Commission with the updated special use facility policy for
Veterans Historical Plaza. The Commission approved the draft policy pending several technical
changes and unanimously voted that City Council approve the policy.
ALTERNATIVE ACTIONS
1. Other action as determined by the City Council
FISCAL IMPACT
None by this action.
ATTACHMENTS
Veterans Historical Plaza Special Use Facility Policy
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CITY OF SANTA CLARITA
VETERANS HISTORICAL PLAZA SPECIAL USE FACILITY POLICY
The City of Santa Clarita (City) encourages and promotes community use of the Veterans
Historical Plaza (Plaza) without regard to race, gender, age, national origin, color, creed,
disability, sexual orientation, or impairment.
PURPOSE
This document sets forth the procedure for operation and use of the Veterans Historical
Plaza. The Plaza was designed as a respectful and serene place dedicated for the
reflection and remembrance by individuals and the community to commemorate the
service and sacrifice of United States Veterans.
II. POLICY
A. Use of Area
The Plaza is intended to be used for small events and events of a short duration due to a
lack of adequate parking space and a lack of restroom facilities. However, an exception
will he considered when the Plaza is used in conjunction with a larger, permitted
community event. All events should keep to the overall intention/design of the Plaza.
The standard or national recognized military memorial holidays, as identified in the
National Recognized Military Holidays section of this policy, will have priority over all
other pending or submitted events.
Users/Patrons who wish to hold an event should refer to the Parks, Recreation, and
Community Services Department Special Event Policy and request a City Special Event
Application. The user is responsible for the costs of any required permits. All Special
Event Applications are subject to review by the Director of Parks, Recreation, and
Community Services (Director) to ensure that the event is keeping with the intent and
size constraints of the Plaza.
In order to preserve the ambiance of the Plaza, the use of sound -amplification equipment
shall not be permitted/allowed due to size constraints and the location of the Plaza, unless
otherwise authorized by the Director. The City reserves the right to include additional
conditions to ensure public safety and protection of property.
III. SPECIFIC GUIDELINES
A. Plants and Decorations
• Fresh flowers or other tributes may be placed on the Plaza grounds and will be removed
either on a weekly basis or as flowers become unsightly. Adornments that are not
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consistent with the image of the Plaza and/or can cause personal injury shall not be
allowed.
• No pottery, crockery, tin, glass, or ceramic decorations or containers shall be
allowed;
• No unauthorized private planting of any kind shall be permitted;
• No unauthorized permanent structures such as statues, vigil Iights, and/or
breakable objects are permitted on the Plaza grounds; and
• No open flames of any kind will be allowed on the Plaza grounds.
Due to maintenance issues, miniature flags are not allowed on the grounds other than on
days that recognize national military holidays, which are identified in the National
Recognized Military Holidays section of this policy.
Unauthorized decorations and/or commemorative items will be removed and disposed of
by City Parks Maintenance staff immediately, as the presence of these tributes interferes
with ground maintenance operations. The Director must authorize any exception to this
section.
B. Improvements and Modifications
Any request to modify or improve the Plaza shall be submitted for review by the City via
an application outlining the requested modifications. Applications shall first be reviewed
by SCV Veterans Memorial, Inc. Comments by SCV Veterans Memorial, Inc. will be
submitted along with staff recommendations to the Parks, Recreation, and Community
Services Commission. The Commission will then consider the request and make a
recommendation to City Council for consideration. The type and location of any physical..
improvements shall be in accordance with the Veterans Historical Plaza Master Plan.
C. Specific Art Elements
Story Stations:
The intent of the commemorative Story Stations are for educational purposes relating to
significant wars, conflicts, or historical events in the United States.
All future and/or current Story Stations are reserved For nationally recognized, United
States historic wartime events only, or as authorized by the Director, and must be
approved through the same process as outlined in Section ill-B of this policy.
Commemorative Bricks:
To order Commemorative Bricks, a Santa Clarita Veterans Historical Plaza Brick Order
Form shall be completed and submitted to the City. Guidelines for approving appropriate
inscriptions on bricks have been previously approved and implemented via the Veterans
Historical Plaza Brick Installation Procedures. Upon approval of the Commemorative
Brick order, installation will proceed, as space allows, during the week before both
Memorial Day and Veterans Day, or as otherwise determined by the Director.
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Donations for Commemorative Bricks shall be made to the City of Santa Clarita. Funds
for such bricks will be held in a trust account for future improvements to the Plaza that
will be made following the approval process outlined in Section II1-13 of this policy.
D. Special Donation Procedures
Commemorative Donation Program:
The City will consider Commemorative Donations for the Plaza. Donors shall contract
the Parks, Recreation, and Community Services Department about available alternatives
Monetary:
Contributions that are not tied to a physical item or donation are accepted by the City and
will be held in a trust account for Veterans Historical Plaza.
Fountains:
The City's Parks Maintenance staff will occasionally gather coins from the Plaza's
fountains. Coins and other monetary donations not tied to a physical item will be
deposited into an account that is allocated towards the maintenance and preservation of
the Plaza.
E. National Recognized Military Holidays
The following commemorative dates may be reserved for specific City and/or community
sponsored functions pertaining to United States Veterans affairs or National Recognized
Military Holidays. The following dates will have priority over all other pending or
submitted events at the City of Santa Clarita.
Holiday
Peace.Officer Memorial Day
Armed Forces Day
Memorial Day
Independence Day
Korean War Veterans Day
Labor Day
V-J Day
Patriots Day
Air Force Day
POW/MIA Recognition Day
Navy Day
Marine Corps Day
Veterans Day
National Pearl Harbor Remembrance Day
Date
May 15
Third Saturday in May
Last Monday in May
July 4
July 27
First Monday in September
September 2
September 11
September 17
September 21
October 2
November 10
November 11
December 7
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Denial of use of the Plaza can be made by -the City on the basis of the following reasons:
1. The event is not in keeping with the overall design/intent of the Plaza.
2. The Plaza has been reserved for other use during the day and hour requested in the
application. .
3. The Plaza is incapable of accommodating the proposed activity for the number of
participants involved given the size constraint of the Plaza.
4. Adequate parking facilities are not available to accommodate the proposed activity or
event.
5. Adequate sanitary or restroom facilities do not exist and are not available to
accommodate the proposed activity or event.
o. The applicant has failed to comply with all the conditions required for the activity, or
with the facility usage policies, procedures, and/or regulations.
7. The nature of the activity may endanger the participants, facility, equipment, or staff.
S. The proposed use or activity is prohibited by law, by this policy or City ordinance, or
by any regulations of the City.
9. Or, based on any substantive reasons), as deemed by the City.
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This policy may be amended by the following procedure. Draft amendments shall be submitted
in writing for consideration by the City. SCV Veterans Memorial, Inc. shall first review draft
amendments. Any comments by SCV Veterans Memorial, Inc., plus any further staff
recommendations, will be taken to the Parks, Recreation, and Community Services Commission.
The Parks, Recreation, and Community Services Commission will then consider the policy
amendment and snake a recommendation to City Council for consideration.
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