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HomeMy WebLinkAbout2007 12-10 Special Joint Work Session CITY COUNCIL/PARKS � RECREATION COMMISSION Special Joint Work Session Minutes December 10, 2007 APPROVED City Council Members Present: Mayor Bill Droste,Mike Bagter,Mark Debettignies,Kim Shoe-Corrigan,Phillip Sterner, Parks 8� Recreation Commission Members Present: Maureen Bartz,Jason Eisold,Mike Eliason,Sandy I{night,Kevin Strayton Members Absent: None Staff Present: Jamie Verbrugge,Administrator,Dan Schultz,Director of Parks and Recrearion and Sonja Honl,Recording Secretary Student Volunteer: None Others Present: Jason Amberg,Brauer and Associates,Ltd. 1. CALL TO ORDER: The meeting was called to order at 6:35 p.m. 2. DISCUSSION: a. OUtd001' ReCt'e8t1011 C0111pleX—Schultz reviewed the history of the Outdoor Recreation Complex and the master plan including all of the amenities. Eliason stated that the Parks and Recreation Commission had done all they could to include amenities to meet the needs of user groups while working with the limitations of the size and topography of the site. The cost estimates for the site were also included for review. T'he cost estimates were divided as follows: Base Facility Development—On Site Costs;Base Facility Development—Off Site Costs;Potential Add- On Items—On site Costs;and Potential Alternative Storm Water Management Items—On Site Costs. The focus of the meeting was to discuss the master plan and cost estimates,the referendum,what other city funds could be used,the timeline,and any additional items to be added. The cost of lighting the complex was discussed. This item is listed in the Base Facility Development section. The total cost estimate was $960,000. The pros and cons of lighting the entire complex now or waiting to add lights to some sections later was discussed. There was concern from the Commissioners regarding adding lights after the surrounding property is developed. It is very difficult to do this because homeowners do not want lights installed after they have purchased their homes. The Council asked how the property owners will sell their land if there are lights there. After further discussion,Verbrugge stated that the bigger picture is where this fits into the funding. We have used$7,000,000 as the figure for our funding request. Parks dedication funds will be urilized to fund the preliminary design. Looking for sponsor/donations for lights was mentioned,but this type of funding was considered to be more suitable for a concession stand or scoreboard,not for lighting. Lighting is a part of the infrastructure of the complex. The possibility with initially lighting the most-used fields,and including the conduit to light the other fields in the future was mentioned as an option. The increased cost to add items in the future is also a consideration. Shoe-Corrigan stated that she has seen outdoor toilets that were one-fourth of the cost of those listed in the pla,n. Per Schultz,the project will be put out for bid and the cost will probably be lower. The signage for the compleg was also discussed. It was suggested that we use signs like those in our other parks which cost approgimately$3,000 each instead of$24,000 for two signs identifying the complex. Amberg interjected that the cost estimates are conservatively high,and he expected that they would be approximately+/-20%based on the current competitive bidding market. - 1 - CITY COUNCIUPARKS � RECREATION COMMISSION Special Joint Work Session Minutes December 10, 2007 There were questions about the cost of the maintenance building,its location,the need for it to have sewer and water and the need for a paved driveway to the building. 'The cost for this building was listed as$375,000,plus$76,325 for sanitary and water utilities,and$5,750 for an identification sign. Mayor Droste questioned the$200,000 to spend for a road to the building. Per Schultz,it assumed that the road will be upgraded eventually. Shoe-Corriga.n stated that we will get half the money we spend back at that time. Strayton asked what the limit was the City Council wanted to include in the referendum for the compleg and if the St.Joseph's Church project is also to be included. Baxter stated that we are expecting more than just property owners to step up to help fund the complex. Per Schultz,we can also write grants for funding. As far as commercial businesses contributing,RAAA and RAHA struggle already to get sponsorship from them. It was suggested that we will have to look outside the community for this type of funding. Discussion went back to the maintenance facility and Shoe-Corrigan thought that the building could be left in the present location,but that the road to it not be paved and bathrooms not be included as there will be portable toilets and bathroom facilities in the concession building. Schultz said that this can be added as an alternative in the bidding process. T'here was discussion on which fields to light. It was suggested that the outer fields be lit first,so there would be fewer problems as far as future home homeow�ners. There was brief discussion regarding tennis court needs and how to possibly meet these at other parks. Discussion moved to the playgrounds and whether two are needed. It was suggested to start with one,and another could be added in the future. There were questions about the 15%fee,number of people and houYs involved. Schultz explained that the attachment included the people involved and what they do,but not the man hours,and the costs are estimates. Jason stated that it would probably work out closer to 8%. Schultz asked for discussion on what items should be considered to make this most attractive to the public. Items such as St.Joseph's Church,Tennis Courts (lit) at Erickson Park,portions of the Trail/Sidewalk Plan,paving Erickson Park parking lot and Improving Brazil Ave. Schultz asked if there were any other items that should be included. There was discussion on each of the items and which to include. Verbrugge gave estimates for the following. athletic complex-$7,000,000;St.Joseph's project- $750,000;Tennis Courts-$500,000;Trail/Sidewalk project-$1,000,000. The total referendum,spread over 20 years,on an average home value of$250,000 comes to$90 per year per home. There was further discussion on tennis courts and putting them around the community. The possibility of the high school possibly lighting their courts was discussed. There is no benefit to them to light them;they pla.y in the afternoon,so they probably wouldn't be interested in this. Shoe-Corrigan mentioned that there are grants available from the USTA for lighting. The timeline for the referendum was discussed. A resolution would need to be passed in favor of the referendum,and then a 53 day waiting period is required. If everything goes accordingly,the referendum would be brought to the voters on Apri18,2008. It was suggested that another meeting be held on January 2,2008 to further discuss this issue. Mayor Droste adjourned the meeting at 8:20 p.m. 3. ADJOURNMENT MOTION by Eisold to adjourn the meeting. SECOND by Bartz. Ayes: 5 Nays: 0 Motion passed. The meeting was adjourned at 8:39 p.m. Respectfully submitted by Sonja Honl, Recording Secretary - 2 -