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HomeMy WebLinkAbout2011 08-22 PRC Minutes PARKS � RECREATION COMMISSION Regular Meeting Minutes August 22, 2011 APPROVED Members Present: JoAnne Cope,Jason Eisold,Ba,tb Farrell Members Absent: Maureen Bartz,Mike Eliason Staff Present: Dan Schultz,DiYector of Parks and Recreation and Sonja Honl,Recording Secretary Student Volunteer: None Others Presen� None 1. CALL TO ORDER Eliason called the meeting to order at 6:59 p.m. 2. ADDITIONS TO THE AGENDA: None. 3. APPROVAL OF THE JULY 25,2011 MEETING MINLJTES: MOTION bp Farrell to approve the minutes of the July 25,2011 meeting. SECOND by Cope. Ayes: 3 Nays: 0 Motion passed. 4. AUDIENCE INPUT: None 5. DISCUSSION (Response to Audience Input): None G. OLD BUSINESS: a. UMore Ball Fields—Schultz informed the Commission that the City has closed on the 27 acres of land south of the Dakota County Technical College (DCT'C) soccer fields and now owns this property. We hope to start grading the site in October or November and begin moving forward with Phase I of the project in early 2012. $800,000 was budgeted this year for the project.Schultz reviewed the overall plan for the ball park and egplained that it will include four smaller little league baseball/fast pitch softball fields on the south end of the site,and a larger,high school/college size baseball field to the north. The project will most likely be bu.ilt in four phases,with the larger baseball field being part of the Phase III, and the final phase being"Future Phases"which would include items such as stadium and dugout structures,a bullpen and batting cage,a maintenance storage building,a tot lot and a concession/restroom building. Schultz reviewed the phasing plan that was included in the Commission packet. 'The Phase I includes building two of the smaller baseball/softball fields and a section of the parking lot. The budget for the construction cost is estimated at$895,682.25 for the initial phase. Schultz reviewed the budget and pointed out that it included items that could potentially be covered by DCTC. These items totaled$129,780. Per Schultz,if the Commission supports moving forward,we could ask the Council to approve starting work on the plans and specifications for Phase I,try to get the grading done this fall,and bid the project in eaxly 2012. Schultz thought that the landscaping budget could be scaled back. Schultz also thought that the 10%contingency fee for unforeseen issues could be reduced to 5%and still be sufficient. In summary,sta.ff would recommend that the following budget items be considered as bid alternates: sig foot outfield/perimeter fence-$26,250;potential items covered by DCTC-$129,780;dugout-$25,000;pedestrian pavement-$26,425;reducing the landscape budget by$30,000;and reducing the contingenry fee from 10%to 5%. We could bid the project with these items listed as alternates and if the bid comes in low,we can add items back in while still keeping to the $800,000 budget. Cope asked if it would be possible to have DCTC landscaping program students complete some of the work. Per Schultz,this could be an option. Eisold asked about the topography of the open area. Per Schultz,it is relatively flat. Eisold felt that we should keep this area as level as possible,and not have it as a dumping site for egtra soil. Schultz explained that Bolander and Sons has asked to stockpile soil on-site for removal as needed. If they do this,we will have an agreement with them as to where the soil can be stored and the time period it can be stored on the site,and they will have to meet the grading standards in our specifications for the project. Schultz will provide an update on the grading plan at a future meeting. MOTION by Cope to proceed with Phase I of the UMore Ball Park Project as outlined,with the bid alternate items recommended by sta,ff. FRIENDLY AMENDMENT by Farrell to proceed with the grading this fall. SECOND by Farrell. Ayes: 3 Nays: 0 Motion passed. - 1 - PARKS � RECREATION COMMISSION Regular Meeting Minutes August 22, 2011 7. NEW BUSINESS: a. Canoll's Woods—Signage-Schultz egplained that$7,000 has been set aside for signage at Carroll's Woods and he was bringing this item to the Commission to gather their input. Schultz reviewed several options for signs and stressed that we are looking for signs that are as sturdy and vandal-proof as possible. The Commission agreed that signs are needed in the park. Maps showing the trails through the park and their lengths,as well as"you are here"dots were suggested. Starting with signs inside the park and working out,pla,cing smaller signs at trail entrances,and adding a trail map to the City's website were all suggested. Schultz will bring a draft of what the trail map could look like to a future meeting. He mentioned that we could put an aerial photo of the park on the City's website,too. No recommendation was needed on this item. b. Facility Marketing/Advertising at Recreation Facilities—This item has been discussed in the past and Schultz was bringing it back to get feedback from the Commission on whether they would support additional advertising in the ice arena and possibly also at outdoor facilities. Currently in the ice arena we sell advertising panels which are hung on the walls and we also have advertising on the Zamboni. We are considering adding advertising on the ice and boards,and installing electronic advertising monitors that could be used for schedules and other information,too. We are also considering advertising outdoors at some of our fields on fencing,having naming rights for fields,etc. The revenue collected from advertising at the arena and outdoor facilities would help offset some of the operating costs for the facilities. Cope thought it was fine to advertise to generate funds to help offset maintenance costs,but preferred that it not be in the outfields—it would be ok in the infields. Farrell expressed concern about the advertising in smaller neighborhood parks. Per Schultz,we would be looking more at community parks and the advertising would have to fit the use of the park and smaller,discrete signs could be used. The Commission was fine with advertising in the ice arena. Eisold asked who would be in charge of installing the advertising. He suggested that we check with a few companies to see which of them would give us the best deal and opportunity for revenue.Schultz will bring this item back after checking with other rinks. c. Director's Report—Summer programs have wound down for the year. Participation numbers were high this summer and Leprechaun Days events,including Wet N Wild Day and the Fishing Derby,were successful. Schultz also received a couple of enthusiastic e-mails regarding the skateboard camps we offered this summer. The Family Resource Center project is moving along after a slow start. T'he dock at Schwarz Pond Park has been installed and the area has been graded, the asphalt trail has been installed and the landscaping will be completed in the near fizture. The Community Center water intrusion project is moving forward and is going well. 8. ADJOURNMENT -MOTION by Farrell to adjourn the meeting. SECOND by Cope. Ayes: 3 Nays: 0 Motion passed. The meeting was adjourned at 8:30 p.m. Respectfully submitted by Sonja Honl,Recording Secretary -2 -