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CR 2003-027 Authorizing Purchase Of The Downtown Park Stage . . . CITY OF February 13, 2003 ~ Council Report 2003-027 kOPK1NS AUTHORIZING PURCHASE OF THE DOWNTOWN PARK STAGE Proposed Action Staff recommends adoption of the following motion: Move to approve the purchase and installation of the staqe for Downtown Park. This action will allow City staff to order the stage and to proceed with bidding documents for the installation. Overview This project was reviewed at City Council work sessions on January 14, 2003 and January 28, 2003. Recommendation for approval for this structure was made by the Park Board at the January 27, 2003 Park Board meeting. Preliminary schematic design costs have been prepared by Brauer and Associates for the project. The Capital Improvement Plan for 2002 listed this as Project 01-CIP-P207. Funding sources were identified as Park Dedication Funds for $70,000. The preliminary cost estimate is $98,000. This report will look at alternatives available to lower the cost to approximately $83,000 prior to bidding. Primary Issues to Consider . Has there been community involvement? . What are the details of the proposed costs and funding? . What is the timing of the proposed project? Supportinq Information . Park Board minutes (January 27,2003) . Preliminary Schematic Design Cost Estimate (February 12, 2003) . Capital Plan Project #01-CIP-P207 . DOI~ nt ~ k View at I- tJC" ..-.....-' Ray t , Parks/Forestry Superintendent Financial Impact: $ 83,000 Budgeted: Y/N ~ Source: PDF Related Documents (CIP, ERP, etc.): Hopkins 2002 - 2006 CIP Project #01-CIP-P207 Notes: . . . Primary Issues to Consider <) Has there been community involvement? The community has had several opportunities to offer guidance. Discussions have taken place with representatives of Music in the Park, the Hopkins Area Jaycees, two Park Board meetings and two City Council Work Sessions. City staff is confident that concerns regarding size, acoustics, aesthetics, lighting and site of the proposed park stage have been adequately addressed. <) What are the details of the proposed projects costs and funding? The preliminary schematic design cost estimate was prepared for the City by Brauer and Associates. Revised on February 12, 2003, the estimate is for $98,055. This estimate includes a 10% contingency of $7,405. Work to be completed in-house by City crews incl udes tree, shrub, and concrete removals; minor storm sewer adjustment; a small keystone type retaining wall; landscape improvements; and sod restoration. The actual installation of the roof structure will be bid as an alternate. This item is estimated to be $8,000. If City staff installs the roof structure and the contingency is not used, total cost should be $83,000 or less depending on actual bids. Discussions with the Finance Director indicate that the Park Dedication Fund can support the project up to this amount. <) What is the timing of the proposed project? If approval for this project is given, staff and the City consultant, Brauer and Associates are prepared to order the structure and to advertise for the construction. It is anticipated the project can be completed prior to the start of Music in the Park in July. City of Hopkins Park Board Meeting Minutes January 27, 2003 fjage20f3 Capital Improvement Plan. Scheduled for 2004, funding sources were identified as $17,500 current revenues and $17,500 as private sector funds. HALL's intent is to duplicate the lighting fixtures and poles found on Maetzold Field # 1. Staff Liaison R. V ogtman informed the Park Board members that a public meeting would have to be held to allow for public comment on the project. City staff could do the necessary mailing and set an early date for the meeting. Hopefully, February 12 or 13 will be used. After a brief discussion, B. Gullickson moved and K. Boarder seconded a motion that recommended to Council that the lighting project for Maetzold Field #2 be approved and the City enter into an agreement with HALL for the financing. On the vote: B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The motion was approved 4 - O. I D. DOWNTOWN PARK CONCEPT PLANS At the last Park Board meeting on November 18, 2002 a motion as passed endorsing the gazebo type structure (Concept A); if staff could research and approve the acoustics of this shelter. After additional discussions with user groups it was determined by staff that Concept A would not meet the acoustics expected by the user groups. The Park Board then reviewed the alternative concepts of the revised (smaller) structure in Concept B. Staff Liaison R. Vogtman discussed the site plan and possible location for the park structure. Based on these finding and discussions a motion was made to recommend the Concept B park structure of approximately 800 square feet be located in the south half of Downtown Park. On the vote: B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The motion was approved 4 - O. . E. PAVILION RATE INCREASES The Park Board members reviewed the D. Olson memo dated January 15,2003 and the City Council Report 03-014. Discussions on the proposed rate increases centered on the portion of the request to raise prime time ice rental rates $10.00 to $150.00 from $140.00. The rate comparison indicated that the 2003 - 2004 average will be about $153.50. B. Gullickson indicated that our immediate neighbOTs; Minnetonka, St. Louis Park and Plymouth will still be at $145.00. He felt strongly that the costs associated with organized youth hockey were getting to be prohibitive to some area youth. He compared the Hopkins Pavilion to some of the older, smaller rinks and did not think we should be charging a premium for our facility. D. Specken indicated he would support staffs recommendation for both the turf and ice rate increases. A motion was made by D. Specken to increase the Hopkins Pavilion hourly prime ice and turf rental rates as documented in Resolution 03-006. The motion failed for lack of a second. Staff liaison R V ogtman led a further discussion on the history of and need for the rate increases. The increases were based on staff input that the additional revenue is needed for the enterprise fund budget to meet or exceed expenses. A second motion was made by D. Specken and seconded by B. Gullickson that the prime time ice rental rates be increased $5.00 to $145.00 and the turf rental rates be increased $10.00 to $75.00. On the vote: B. Gullickson, D. Specken, K. Boarder and R. Helgeson voted yes. The motion was passed 4 - O. F. DOG PARK DISCUSSION . Park Board member K. Boarder asked if it would be a Park Board action to ask Eden Prairie to pursue a dog park. Staff Liaison R Vogtman indicated that it would be better to approach the City of Minnetonka. The two cities have a joint recreation agreement, so this topic could be placed on the . . . DOWNTOWN PARK PERFORMANCE AREA PRELIMINARY SCHEMATIC DESIGN COST ESTIMATE 2/12/2003 Item DescriDtion Est. Cost 1 Gradinq ! earthwork 2000.00 2 Concrete oavement for walks & ramps 1 725.00 3 Concrete steps 1 800.00 4 Handrail for ramps and steps 5.500.00 5 Concrete slab! staae 5 000.00 6 Select aranular fill 1.625.00 7 Concrete footinos 1.400.00 8 Concrete wall! foundation for elevated staae 7 500.00 9 Electrical svstem & Iiahtina 4 500.00 10 Install bandshell structure 8 000.00 11 20' x 40' wave band shell structure 25000.00 12 Aporoximate cost for uoarade to custom ornamental steel columns 3000.00 13 Ornamental sound wall (steel framework with Inset wood panels) - 4,000.00 budaet cost 14 Proiect Layout & Gradinq Surveyinq!Stakinq 3 000.00 Subtotal: 74,050.00 Continqency @ 10% 7405.00 Consultant Fees Survevino etc. (budaet\ 16 600.00 Preliminarv Schematic DesiQn Cost Estimate Total: $ 98 055.00 Work completed in-house by City Crews in coniunction with repaving project: a Sod restoration b Landscape Improvements: shrubs & mulch c Relocate memorial d Removals as necessary for construction: tree & shrubs, concrete sidewalk, etc. e modular block retaining wall south of performance area f storm sewer adjustments Brauer Associates, Ltd. Proj. 02-17 schematic est-revised 02-12-03.xls Downtown Park Schematic Cost Estimate - 1 CAPITAL PLAN City of Hopkins) MN 2002 thru 2006 Contact PW Director Department Public Works: Parks roject # Ol-CIP-P207 Park Stage Type Improvement Useful Life Category ParksIForestryiPavilion: ComrmUlity F Priority 2 Very Important Project Name Description Downtown Park: Stage for park/recreation purposes Justification Portable stage has created problems with ADA accessibility, is getting old, and has created employee safety concerns. l esign: 2001 reviously discussed and studied in November 1944 Ranked Category # 1 on Park Board Project List, April 2001 Expenditures Construction/Maintenance 2002 70,000 70,000 2003 2004 2005 2006 Total 70,000 70,000 Total Funding Sources PDF- Park Dedication Fund 2002 70,000 70,000 2003 2004 2005 2006 Total 70,000 70,000 Total . 100 . . '-'!