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Memo Maetzold Field Concession Building Bid . CITY OF HOPKINS MEMORANDUM DATE: September 20, 1994 TO: Mayor and city Council FROM: Lee Gustafson, Public Works Directo~ SUBJECT: Maetzold Field Concession Building Bid Award On Monday, September 19th the Hopkins Park Board held a special meeting to discuss the bid award for the Maetzold Field concession Building. Their discussion focused on the issues contained within the Council Report for this item, and the alternatives that could be used to address this matter. Minutes of that meeting are attached for your review. The Park Board discussion resulted in an approved motion to recommend that the city council approve option #4, as listed in council Report No. 94-172, as the method in which to address the shortfall in funding the Concession Building. Option #4 calls . for the city to use the $50,000 donation from the Little League, and $30,000 from city funds to make up the difference. Using the Little League donation in this manner would eliminate the funding source for the 1995 Maetzold Field improvements. However, the Park Board's motion also recommended that the Hopkins Area Little League actively pursue funding from other organizations to fund the 1995 improvements, consisting of a batting cage and play equipment. The Park Board felt that this was the best option since the Little League will be the primary user of the site. Tom Schmidt, Park Board member and Hopkins Little League representative, indicated at the Park Board meeting that the Little League supported the use of their upcoming donation in this manner. He furthermore stated that he will begin discussions with other Little league members to pursue funding for the batting cage and play equipment in hopes that funds would be available by next spring. In view of the Park Boards review of this matter, and the recommendation to the City Council, staff is changing their recommendation in Council Report No. 94-172 to coincide with the Park Board recommendation of using Option #4 as the method of addressing the shortfall in the project budget. staff is furthermore recommending that if council determines option #4 is the best solution to this problem, that the $30,000 - city share . be taken from the Public Works 1994 Seal Coat budget. The 1994 Seal Coat budget is under budget this year, and has the funds available to assist in funding this project. CITY OF HOPKINS PARK BOARD MEETING MINUTES OF SEPTEMBER 19, 1994 . A special meeting of the Hopkins Park Board was held on September 19, 1994, in room 227 at city Hall. I. CALL TO ORDER Vice Chairperson T. Schmit called to order a Special Park Board meeting at 1:36 p.m. on September 19, 1994. II. ROLL CALL Present were Park Board members; Ben Cohen, Dan Schumacher, John Fink, Tom Schmidt and Council Liaison; Gene Maxwell. Also present was Hopkins staff member Lee Gustafson. III. BUSINESS A. MAETZOLD FIELD CONCESSION STAND BIDS (Council Rpt 94-172/Lee) L. Gustafson called a special meeting of the Park Board to discuss the results of the Concession Stand Bids for Maetzold Field and to relay the fact that the bids had come in over budget by approximately $45,000. Lee thought it was important for the Park Board to be aware of this, and the fact that staff was recommending approval of the low bid of $94,150 and that the extra funds needed for this project would be funded from anticipated savlngs this year in the Public Works General Fund . budget. As part of the discussion Lee reviewed the 1994 project expenditures: $225,000 Budgeted Amount $175,000 1994 Electrical, Irrigation, Site work $ 50,000 Budget Amount for Concession Bldg $ 44,150 Amount over budget for Concession Bldg $ 25,000 Amount from 1995 electrical moved up to 1994 $305,000 Total 1994 projected expenditures (includes contingency) Lee explained to the Board that some costs were slightly higher than anticipated due to the change from a cedar structure to a concrete structure. Concrete costs alone amount to approximately $30,000. Also the shelter portion of the building was added to make the park more useable by others than just the Little League. Removal of the shelter portion could reduce costs by over $35,000. B. Cohen thought it was important to keep the shelter portion to make this project appeal to the entire city not just Little League. . Lee also explained that the building is intended to house irrigation and electrical controls. Not building now would effect those projects, some of which have already been awarded. He reviewed the funding options outlined in the report to council. Park Board Minutes September 19, 1994 Page 2 ~ T. Schmidt updated the Board on the sale of the M.B. Hagen Field property. He informed them that a potential buyer was pursuing the property but that flood plain and soil quality issues were holding up the sale. He stated that the property would go on the market with a Realtor this week, but that Little League was hopeful things could be worked out with the existing buyer to speed things along. He stated that funds from this sale may not be available until next year. L. Gustafson informed T. Schmidt that he has discussed these issues with the potential buyer and that he is confident that the issues can be resolved so that a building can be built on the property. G. Maxwell stated his concern that the Council would not go for spending more money on Maetzold Field. He suggested that the $50,000 donation from Little League be used to pay for part of the building cost instead of using it for the proposed 1995 improvements. He further suggested that the Little League pursue funding from community service organizations or private individuals to fund the remaining 1995 improvements. Board members discussed the importance of the 1995 improvements to the Little League and asked T. Schmidt if this would be a workable solution so that the building could be built. T. Schmidt felt that this solution was workable and he would pursue 4It funding from other organizations. John Fink moved and T. Schmidt seconded a motion to recommend that Council approve option #4 as listed in Council Report No. 94-172 and to have Hopkins Area Little League actively pursue funding from other community service organizations and private individuals for 1995 improvements which include; a Batting Cage and Play Equipment. On the vote; J. Fink, B. Cohen, D. schumacher, and T. Schmidt voted yes. The motion was approved. VI. NEXT SCHEDULED MEETING The next regular meeting of the Park Board will be september 26, 1994 at 5:30 p.m. VII. ADJOURNMENT B. Cohen moved and D. Schumacher seconded a motion to adjourn. On the vote T. Schmidt, B, cohen, D. Schumacher and J. Fink voted yes. The motion was approved. The meeting adjourned at 2:22 p.m. ATTEST: Torn Schmidt, Vice Chair-person . , CITY OF HOPKINS Hennepin County, Minnesota 411 RESOLUTION NO. 94-86 . RESOLUTION FOR BID AWARD MAETZOLD FIELD CONCESSIONS BUILDING AND AMENDMENT TO PROJECT BUDGET PROJECT NO 94-05 WHEREAS, bids were received for the Concession Building on september 15, 1994; and WHEREAS, four bids were received and the bid of c.o. Field company in the amount of $94,150 is the lowest reasonable bid for this project; and WHEREAS, the five projects scheduled for completion at Maetzold Field in 1994 are $80,000 over the budgeted amount; and WHEREAS, the city has determined that it is necessary to complete all the proposed projects in 1994 due to cost savings and timing issues; and WHEREAS, the funding source for the 1995 Maetzold Field improvements 1S proposed to be from the $50,000 Hopkins Little League donation; and .. WHEREAS, the Hopkins Park Board has recommended that the $50,000 .., Hopkins Little League donation be used to help fund this project shortfall instead of using it for the 1995 improvements; and WHEREAS, the city has determined the Hopkins Little League donation to be the best funding source for this project shortfall in conjunction with using excess funds from the 1994 pUblic Works Seal Coat budget. NOW THEREFORE, BE IT RESOLVED by the city council of the city of Hopkins, Minnesota that the Mayor and City Manager are hereby authorized and directed to enter into a contract with C.O. Field Company for and on behalf of the City. NOW THEREFORE, BE IT FURTHER RESOLVED by the City council of the City of Hopkins, Minnesota that the City Manager is hereby directed to use the $50,000 donation from the Hopkins Little League and excess funds from the 1994 Public Works Seal Coat budget to fund the $80,000 deficiency in this project budget. Adopted by the city Council of the city of Hopkins this 20th day of september, 1994. BY Charles D. Redepenning, Mayor . ATTEST: Jim Genellie, City Clerk