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HomeMy WebLinkAbout2011-07-12 - AGENDA REPORTS - VETERANS PLAZA BRICK FINDER (2)Agenda Item: 15 CITY OF SANTA CLARITA AGENDA REPORT UNFINISHED BUSINESS City Manager Approval: �Jni4 Item to be presented by: Rick Gould DATE: July 12, 2011 SUBJECT: VETERANS HISTORICAL PLAZA COMMEMORATIVE BRICK FINDER DEPARTMENT: Parks, Recreation, and Community Services RECOMMENDED ACTION City Council provide direction to staff on brickfinding options for Veterans Historical Plaza. At the November 9, 2010, City Council meeting, the Council directed staff to develop an operations and use policy for Veterans Historical Plaza, and requested options for installing a kiosk with a computerized brick finder to help park users locate commemorative bricks. On December 2, 2010, staff presented a draft special use policy for Veterans Historical Plaza to the Parks, Recreation, and Community Services Commission. The Commission agreed with the draft policy, but was not supportive of an onsite kiosk with brick finder. The Commission had several concerns with the kiosk, including: • Such an amenity would not fit in with what is currently at the site • A kiosk is more appropriate for use at much larger sized memorials • This type of an amenity would be subject to vandalism • Maintenance of a kiosk could be expensive, ongoing, and difficult Overall, 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 return to the Commission with a final draft policy along with options for visitors to use the City's website as a way to find the general location of bricks at Veterans Historical Plaza. :w)n fi On February 3, 2011, staff presented the Commission with the updated draft policy. The Commission approved the draft policy and unanimously voted that City Council approve it as well. The draft policy was subsequently approved by the City Council on February 22, 2011, and staff was directed to continue to explore the installation of an electronic kiosk along with more traditional brick -finding options. Over the past several months, staff has researched potential options and discussed the benefits, challenges, and concerns with each option. Before any of the options can be implemented, the City needs a functional database of the existing bricks which gives the City the ability to create a geo-coded map. This requires the hiring of a vendor to create the initial database. The cost of securing a vendor's services for this part of the project is estimated at $5,500. Staff is seeking Council direction on which of the following brickfinding options should be pursued once the database is created: Option 1 - Preparation of Map Since some visitors may not have pre -planned their visit to the Plaza or use technological applications, staff feels that it is important to create a paper brick finder, much like what is in place at the Youth Grove. This option would provide a map of the site with a history of the Plaza, along with information how to purchase a commemorative brick. Visitors could use the paper map to locate a specific brick. Once the initial database is established, a map can be - produced. produced. Copies of the map could be made available at Veterans Historical Plaza for those who wish to take a copy, and the map could also be placed on the City's website. Maintaining and updating the records could be done using current staff resources, and printing and maintenance costs are estimated at $1,500 annually. This option is.cost effective, meets the needs of people who prefer an alternative to using technology, and also provides people with a tangible map when navigating the Plaza. The disadvantages to this option include frequent visits to the site to replenish the supply of maps and the need to purchase and place a receptacle for the maps at the Plaza. Option 2 - Utilizing Existing and Emerging Technology Since smart phones and other mobile devices are becoming prevalent, and wireless data services are more affordable, Technology Services staff believes that utilizing a database accessible by smart phones and other mobile devices would best utilize current technology applications. This option would allow Plaza visitors to access the map of the site on their mobile devices. This option could be implemented as soon as the database is developed. This option makes the best use of technology, and provides an brickfinding system that is current, expandable, easily maintained, and available to more users each day. Additional advantages of this option are that this function could be done using in-house resources, and there would be no additional cost to the City once the database is developed. A disadvantage to this option is'that people without access to technology would not be able to use the database. Option 3 - Information Kiosk on Site The last option researched by staff was to place a kiosk with a computerized brick finder on site at the Plaza. This option would allow any visitor to the Plaza the ability to use the kiosk to locate the bricks they wish to find. This is the most expensive option, as on top of the database development, the capital costs associated with installing an electronic kiosk are estimated to be $33,900. Other disadvantages to this option include significant concerns with installing a kiosk at Veterans Historical Plaza. Each addition to the Plaza causes it to become an encumbered site and the location of existing and needed utilities make it very challenging to locate a kiosk at the Plaza. Vandalism is a concern, as there have been items at the Plaza vandalized in the past. Long term maintenance of the kiosk is likely to be significant. With any of the three options selected by Council, it is important to note that staff is not able to verify biographical data submitted by those who purchase bricks at the Plaza. Verifying such information requires a significant use of resources and research. Due to the arduous nature of this task, SCV Memorial, Inc. also did not verify biographical data when selling bricks for installation at the Plaza. TERNATIVE ACTIONS Other action as determined by City Council. FISCAL IMPACT None by this action. 9