Memo Shady Oak Beach/Outlot B DevelopmentTO: Honorable Mayor and Members of the City Council
THROUGH: Steve MieIke, City Manager
FROM: Dave Johnson, Director of Recreation Services
DATE: September 1, 1995
SUBJECT: Discussion Regarding Shady Oak Beach and Outlot "B"
Redevelopment
INTRODUCTION
The purpose of this discussion is to review the Shady Oak Beach redevelopment
process and provide staff with direction regarding financial and contractual
arrangements with the city of Hopkins. In addition, the Council is asked to provide
guidance regarding the transfer of ownership of outlot "B" from Hopkins in order to
incorporate the property with trail and bridge projects scheduled for completion in
November of 1995.
BACKGROUND
At the May 8, 1995 Council meeting, Council Member Allendorf was selected to serve
as the Council representative on the Shady Oak Beach design committee. Other
committee members included representatives from the Hopkins City Council, Hopkins
and Minnetonka Park Boards, and staff from both cities. The design committee first
met on May 24 to discuss the redevelopment concept plan which was prepared by the
Joint Recreation Board in conjunction with Brauer and Associates, Ltd., the consultant
selected to develop a master plan for the beach. A second meeting was conducted
on July 18 to review architectural plans prepared by the consultant. Included in the
plans were committee recommendations for the addition of family changing areas and
increased storage.
Subsequent to the committee's approval of the architectural plans, the complete
redevelopment concept plan was presented to Shady Oak Beach neighborhood
residents at a meeting on August 2. Although a number of residents expressed
concern regarding issues such as boat access and water quality, comments regarding
the overall redevelopment project were generally quite positive. This meeting was
attended by Council Member Allendorf.
MEMORANDUM
Discussion Regarding Shady Oak Beach and Outlot "B"
September 1, 1995
Page 2
Issues for Council discussion at the October 16, 1995 work session include the
following:
Plan Review
Jeff Schoenbauer of Brauer and Associates, Ltd., will be present to review
architectural plans and update the Council on the design committee's
recommendations.
Financing
Costs associated with the current redevelopment plan are estimated to be
$1,600,000. At the request of the design committee, Brauer and Associates, Ltd.
compiled estimates for additional funding requirements should the project be phased
over a two year period. Estimated costs associated to phasing would include
additional construction costs of $117,000 and additional costs contributed to inflation
of $91,000.
Based on an estimated $1,600,000 construction budget and the Joint Recreation
agreement (2/3 Minnetonka, 1/3 Hopkins), the cities of Hopkins and Minnetonka have
included the following amounts in their Capital Improvement Programs:
1996 1997 1998 1999 2000
Minnetonka $500,000 $600,000
Hopkins $100,000 $100,000 $100,000 $100,000 $100,000
Maintenance Concerns
Replacement of Deep Water Docks
The Hopkins City Council reviewed the redevelopment plans at their September 5,
1995 meeting. While expressing support for the project, the Council indicated that
funding over a five year period was a requirement. Should completion of the project
be done without phasing, a financing plan for Hopkins participation would need to be
arranged.
There are three maintenance concerns related to the operation of Shady Oak Beach
that will require correction regardless of whether the beach redevelopment is approved
or not. These concerns are as follows:
The existing condition of the deep water docks requires their replacement
prior to the 1996 season. A portion of the east dock was removed prior
Discussion Regarding Shady Oak Beach and Outlot "B"
• September 1, 1995
Page 3
OUTLOT "B"
to the 1993 swimming season due to its unsafe condition. Estimated
costs for replacement of the docks are $50,000 - $75,000.
II. Sanitary Sewer
Staff recommends that replacement of the current septic system be
considered. Last February, the consulting firm of Short, Elliot,
Hendrickson, Inc. (SEH) performed a study to determine various options
for replacement of the current septic system. The SEH recommendation,
which would connect the beach facilities to service on Dominick Drive,
could be completed for $47,500.
III. Americans with Disabilities Act (A.D.A.) Compliance
At the request of the Joint Recreation Board, Brauer and Associates, Ltd.
determined that compliance of the current facilities to A.D.A. standards
would require $393,750. Under A.D.A. guidelines, plans providing
access for persons with disabilities to public facilities were to be in place
by January 26, 1995.
These concerns are addressed in the redevelopment plan and represent approximately
$500,000 of the total project. Items I and II could be done prior to and independent
from the overall redevelopment project. For example, if overall redevelopment is
delayed until 1997, items 1 and 11 could and should be done in 1996. Item III will be
necessary if redevelopment is not approved but cannot be done independently of
overall redevelopment if it is approved.
Plans for the use of outlot "B" are being considered separate from the beach
redevelopment plans. At the August 2 neighborhood meeting, residents requested
that parking at outlot "B" be eliminated when the trail segment and bridge connecting
Shady Oak Beach to Dominick Drive is completed. Outlot "B" is owned by the City
of Hopkins and maintained as a parking lot to provide Hopkins residents access to the
lake. The Hopkins City Council has indicated a willingness to transfer ownership of
the property to Minnetonka if the following amenities are incorporated into the site:
1. Boat access to the lake as regulated by ordinance.
2. Construction of a fishing pier on the peninsula.
Discussion Regarding Shady Oak Beach and Outlot "B"
September 1, 1995
Page 4
3. Year round parking is maintained at the beach site.
Canoe access and the addition of a fishing pier are included in the beach
redevelopment plans. Parking was maintained at the beach parking lot last winter
without any reported problems and is planned again for this winter.
Staff feels that transfer of ownership should take the form of an agreement with
Hopkins that if the redevelopment project goes forward Minnetonka will pay for 2/3
of the cost of the project and Minnetonka will complete the proposed bridge and trail
improvements. The agreement should also specify that if redevelopment does not
move forward, Minnetonka will commit to installing a fishing pier on the peninsula and
to maintain boat access and year round parking at the beach site. An agreement
should be reached at the earliest possible date to allow removal of parking on outlot
"B" this fall and installation of at least part of the proposed park amenities on outlot
"B" next spring.
The Park Board explored options for use of outlot "B" at their meeting on October 4.
Residents in attendance submitted a request for the addition of a tennis /sport court
surface. The plan also includes an area for play equipment which could be added at
a future date if desired. Staff is preparing cost estimates for the project which are
projected to be $30,000 - $40,000. Approximately $30,000 has been earmarked
within the Shady Oak Beach budget for outlot "B" improvements.
STAFF RECOMMENDATIONS
Shady Oak Beach Redevelopment
Should the Council decide to proceed with the beach redevelopment project, staff
recommends that direction be given regarding preferred financial arrangements for the
project. This process would include contracting with Brauer and Associates, Ltd. for
the preparation of a detailed construction budget to establish more concise project
costs.
Discussion Regarding Shady Oak Beach and Outlot "B"
September 1, 1995
Page 5
Outlot "B"
Provide direction to staff regarding negotiations with Hopkins for obtaining outlot "B ".
An agreement with Hopkins should include a commitment to construct a fishing pier
and canoe launch area should the beach redevelopment plan not be approved.
The Council is asked to review the plan for a tennis /sport court which was submitted
by the neighborhood and discuss options for funding the costs of the proposal which
exceed the $30,000 earmarked within the beach redevelopment budget.
MEMORANDUM
TO: JOINT RECREATION BOARD ITEM PREPARED: February 8, 1996
ITEM NO: 6A MEETING DATE: February 14, 1996
SUBJECT: SHADY OAK BEACH REDEVELOPMENT - PHASE I
The firm of Brauer and Associates, Ltd. has submitted a proposal for professional
services related to Phase I of the Shady Oak Beach redevelopment project. As
submitted, the proposal includes design review, preparation of construction documents
and supervision of the bidding process for a fee of $7,300. Additional fees required
for construction administration and observation will be billed separately on an hourly
basis. Phase I of the redevelopment process includes the replacement of the deep
water platforms and the addition of a canoe landing and fishing pier at an estimated
cost of $1 50,000.
As proposed, the City of Minnetonka would pay for the professional service fees
provided by Brauer and Associates, Ltd. and provide funding for two - thirds of the
Phase I improvement costs. In exchange, the City of Hopkins would transfer
ownership of the property known as Outlot B. Ownership of Outlot B allows
Minnetonka to eliminate the parking area which is currently provided on the site, and
run a trail segment from the beach to Dominick Drive. A copy of the proposed
agreement between the two Cities is attached for your review along with the proposal
for professional services from Brauer and Associates, Ltd. Both attachments are
currently being reviewed by staff from the two Cities.
RECOMMENDED JOINT RECREATION BOARD ACTION: Review the attached
agreements and provide recommendations for administering Phase I improvements.
Attachments
BRAUER 8 ASSOCIATES TEL No.6128329475
. Date
To
Tank you.
• may,
BRAUER & ASSOC'IA1ES, MD.
LAND WE PUNNING AND Deana
Jan 25.96 15:50 No.005 P.01
•Jtanuely 21, 1996
Dave jo1mson, Director of %imitation Services
Coy of Mitnetooka •
14600 Minnetonka Blvd.
Minnetonka, Mid 55345
Letter Proposal for Phase 1- Shady Oak Beath Redevelopment
• Replacement of two deep water platforms
• • Canshn,t of publidtattal canoe lending '
• Canshnctbat of fishing pax •
• Comment. • Anac ed is a professional services proposal far the above project. As we disoassed, I think
Ptsse I wodc is fairly straight forward, especially given our knowledge of the project,
understanding of cammmmity needs, and awareness of =rounding issues.
Ai vie discussed, I will meet with the individuals that you feel should be involved in the
. detail design of these facilities. Ibis would include the staffs from lvfametonka and Hopkins,
the Joint Rocrsaaicn Board, and others as appropriate. I also suggest we include your lead
lifeguard in these discussions
•
Sim the deep water platfane enroll sore uncataimy at this point with respect to their
. Smetana charadaistia, whine included an experiaroad striaaraal engineering professional
from the firm of professional Design Choup ea ow' Leant Their foes are included hi the
• attached proposal..
In addition, I discussed die possibility of the city ova peeing the day -today construction of
them &audrres with Brian Wap tat. Given the limited size of the project, Brian seemed,
. 'open to this idea, which is similar to the y we appao3c ed the Gravel Pit Project limox &
. Associates would be available on an hourly as-needed basis to review the construction as city
'staff felt appropriate. Our proposal reflects ids approach to construction observation. .
•
. ; Phase call if any questions. We look forward to waking with you on this project •
• 7301 Ohms Lane, Suite 500 Minneapolis, MN 55439 Tel (612) 8324475. Fax (612) 832
BRAUER 8 ASSOCIATES TEL No.6128329475 Jan 25.96 15:50 No.005 P.02
Shady Oak Bach Thar i Development City of Min ask& bBmesnaa
January 21, 1996
City of bl oneietdca
14600 Minnetonka Boulevard
Mmnelonka, MN 55345
BY PROFESSIONAL SERVICES PROPOSAL FOR PHASE I CONSTRUCTION
IMPLEMENTATION - SHADY OAK BEACH REDEVEWPMENT — B&A m6-15
'This letter proposal outlines a scope of services, fee abed*, and other dement which, if approved, constitutes
an Agremant between the City of Mmestanka, Minnesota, herein referred to as the OWNER, and BRAUPR &
ASSOCIATES LTD., herein referred to as the CCt4S LTANf.
The OWNER hereby retains the CONSULTANT to provide prof siami services rushed to mph* parer and
P I
specificities
f Shady Oak React Redevelopment pivja t located in hMnnetonka, Mimosota, hereinafter refaced to as
the PROJECT. The CONSULTANTS aervioes shall include nand planning ravines as follows
A SCOPE OF SERVICES - BASIC SFRVIG S FOR CONSTRUCTION DOCUMIN S, BiDDING,
Alm CONSTRUCTION ADMiNISIRATION/OBSFRVATION FOR:
• REPLACEMENT OF TWO DIM P WATER PLATFURMS
• CONSTRUCTION OF PUBUO'RE (!'AL CANOE LANDING
• CONSTRUCTION OF FISHING PIER
1. Titakartienbaseilitimarnt Refine and Bather define the fadiities and site amenities included under
Phase I. This Weds:
• Review master plan for the beach area with city staff of Mamefonka and Hopkins to define design
program and issues.
• Review master plan with Joint Recreation Board and neighborhood getup as appropriate to define
their camas
• Review regukiory requiraaaus of Minnesota Department of Nasal Resoaces and other agencies
'with respect b the proposed facilities.
• Review and aeeessment of existing platform and sippot structure b deism= cement condition and
development criteria.
• Review and rise of appropriate design sts Wa cis for listed facilities. .
• Development of prelimisty drawings for the listed &cllides.
• Review and refinement of all construction details associated with lied facilities.
• Review and selection of construction techniques and matriais for an project components.
• Review and fermented of oost estimate.
• Meeting(s) with the staff for project review and discussion of relevant issues and consents as
necessary.
2. laskiLtiantinallnemnenss: Clearly defines the etdmt of the work, construction standards and
techniques, and genaal guidelinedadminisuativc provisions Deoessaiy for bidding/quoting and
construction musses and includes:
• Papist= of final construction drawings (plans) for the listed facilities as necessary to define the
scope of wok 10 bo completed by the Contractor.
• Pitmansion of project spodfialiorw which define the general conditions and technical specifortions
for the project. In as much as possible, these will be included on the drawings.
• Prepatffilon of proposal forms which define wale items on a Ibio itnn bash. The proposal form will
be prepared in a manner tit allows the oyster a maximum degree of flexibility in revising the
scope of the pro to meet their specific objectives and budgetary constraints.
• Defining bidding/quoting procedures and award of contract procedures.
• Meeting(s) with staff for project review and discussion of relevant issues and cankers.
Brauer & Associates Ltd.
1
January 21, 1996
BRAUER & ASSOCIATES TEL No.6128329475 Jan 25.96 15:50 No.005 P.03
Shady Oak Beach Phase I Development City of Minnetonka, Mumesata
3. Task m - fbhhatnrrrioa no: Ova= the bidding/quoting paw and selection of contractors. This
hhclades
• Adman of project biddisiquoting, including pro-bid mooting, general aonespondenoe, and
preparation of all addendum as necessary. Review and audit of bids/quotes received and
r000mmatdaf1on of contractor.
4. InkliarntsknctimuldmIniatediosiantObaanstimx Project administration and &saving
cotcuaion progress and adherence to plans and specifications. This includes:
•, Administration of contract, including preparation of the centred, oak aduduling; application for
payment fans, certificate of payment farms, change ceder forms, substantial completion forms, final
payment films, eta
• Administration of pie.ocnsttuetson meeting which reviews the project elements m a ve a dtlnilt d
name and dearly defaces the owner's expectations as to the quality of man, dealing with
problems that mq sonars, timeliness, etc.
• Site observation an an a.- needed bash far the duration of the construction to allure that the design
intat of the plans and spa:Mentions is being met. Preparation of field reports as necessary to
docu naht specific issues and areas of cancan. Review shop drawings and testing
• On-going tbmespandaweTiieid meetings with staff and contractor Inc purposes of reviewing
construction porgies% and discussion of pertinent issues, concerns and upcoming construction.
li FEES 1R PROFESSIONAL SERVICES
The OWNER shall compensate the CONSULTANT for completion of professional aayiaa described above
as follows:
1. Tasks I, IL and 111 as outlined above a pump sum fee (including all direct expenses except printing of
final construction doamuans) of Seven Thousand Three Hundred Dolan (57,300.00). This includes
$3,500 for structural engineering fees to be completed by Professional Design Group, Northfield
Minnesota and 53,800 for other listed pork tasks to be completed by Than & Associates, Ltd.
33. Task IV as artined above would be completed oar an hourly as- needed bask as requested by
Minnetonka city staff using the following hourly fee schedule:
Principal Landscape Arch. $75.00/Hr
Project Structural Engineer $78.O0/Hr
Project Landscape Arch. 355.00/1*
Technical Staff 545.00/11
C. PAYMENTS TO THE CONSULTANT
1. invoices will be submitted to the OWNER on a monthly basis in prop:Pion to the vwrk completed.
2. Payments on a oust of the CONSULTANTS services am due and payable upon receipt of
CONSULTANTS invoice.
Brauer & Associates Ltd.
2 January 21, 1996
BRAUER & ASSOCIATES TEL No.6128329475 Jan 25.96 15:50 No.005 P.04
Shady Oak Beath Phase! Development City of Mmneta ter, Mnmcaota
D. O'WNER'S R rk'
1. Pull program coadinstion with one individual representing the OWNERS interests.
2. Legal Goateed, advice, cal swims available to the CONSULTANT during the term of this Agreement
on any or all lamas related to the PROJECT such as, but not limited to tide opinions, traps of
agroanats, covenants and haws affecting the PROJECT, advice and assistance in proaasing applkations,
review and preparation of PROJECT agitating documents, pardclpation in presaged= *a public
agency staff and boasts and grmal camel on dm legal Splendour; of all substantive or procedural
aspects of the PROJECT itsdL (Nate Pernik aubnsi tail, Enquired, ere not included under the scope of
setvices. These wdl be completed at an hourly basis a di eke of the city, if )
3. Providing project base mapping in an AutoCadd Version 12 acceptable format. Baas snapping dull
include all normal survey infan tion, including boudNy, topography, utilities, site features, vegetation.
and so high as necessary for planning and construction document purposes
4. Providing all soingoolodmial ahginn nng and testing services as regain! for she dove lopmart wa for
the duration of the project.
E. NQ NRSC RDAINAIION
The CONSULTANT will not discrindmlo against my aaployee or applicant for emptoyme t because of
race, color, religion, sea national origin, physkal cord'tim or age. ?he catisuumwr will take
affirmative action to inure the appiioats am anployed and that employees ate tratod during employment
without maid to their race, color, religion, sex, national origin, physial cond'dian or age. Such
action shall inside but not be limited to the following: Einpioyman, upgrading, demotion or transfer,
teavi went, advertising, layoff or termination, ra►es of pay or other forms of compensation and selsaice for
training including apprenticeship.
R CONSULTANT'S RECORDS, DOCUMENTS AND INSURANCE
1. The CONSULTANT SULTANT shall maintain time records for hou.. y fees, dosigo alwktions and resarch notes in
legible form and these will be made available to the OWNER, if requested.
2. The C SUi TAN1'shall airy insurance to protect bim fmm claims under Watnwi's Compensation
Aetc from Sims for damages because of bodily injury including death to his employees and the public.,
and from claims fir property damage. The CONSULTANT shall any professional liability insurance
during the performance of this cantract, see attached appendix
CONSULTANT reserves the right to secure and maintain stalukxy copyright in all published books,
published or unpublished shed drawings of a seientifc or Winkel character, and other wades related to this
PROJECT in which copyright may be claimed. The OWNER shall have fun rights to reproduce waits
tat this Agiunieaeigher in whole or in part as related to this PROJECT. Ono Dopy of each drawing
shall be provided in reproducible form for use by the OWNER, but the original *wings won remain the
property of the CONSULTANT.
Brauer & Associates Ltd.
3
Jenny 21, 1996
BRAUER & ASSOCIATES TEL No.6128329475 Jan 25.96 15:50 No.005 P.05
Shady Oak Beach ?betel Development City of Minnetonka, Newsom
C. TERM, TERMINATION, SUCCIISORS AND ASSIGNS
1. The term of the ABroamat shall be meant with the wait authorized.
The following sdKdule will be followed by the CONSULTANT unless amended by the Owner.
OONSTRIJCHON DOCUMENTS PREPARATION 3 to 4 weeks.
CONSTRUCTION PHASE ConsUuction start in mid- to late April and
be completed by es aupodiontly as possible
(preferably June 1, 1996).
Meeting schedules, eta. which are not in our direct control at this time may affect this titneeame and
dictate some a The acual schedule will be flnallzed during Task I once the overall paametas
and issues affecting the project time frame became better defined.
2. Termination may be aooat plishcd by eider petty at any time by written notice, and shell be effective
upon payment in fill for all services performed to the date of receipt of such notice.
3. The OWNER and the CONSULTANT each binds &self, its pumas, successors, assigns and legal
representatives to the other party of this Agreanmt, and to the perms, successors, assigns and legal
representatives of Ntcdn other party with respect to all covenants of this Agreement.
4. Neither the OWNER nor the CONSULTANT shall assign, sublet or transfer his interest in this
Agreement without the writ) consent of the other.
IL LICIT:NT OF AGREEMENT AND APPLICABLE E LAW
This Agreement represents the entire and integrated Agreanent between the OWNER and the
CONSULTANT and supersedes all prior negotiations, representations, or Agreements, whether written or
oml, with respect to the PROJECT. This Agnxnent may be enaaded only by written instrument signed by
both OWNER and CONSULTANT.
IN WITNESS HEREOF the OWNER and the CONSULTANT have made and executed the Agreement, this
day of 1996.
MT OF MINNETONKA
14600 Mumctonka Boulevard
Minnetonka, MN 55345
BRAUER & ASSOaATRS LTD,
7301 Ohms lane
Minnesota.
ts- i� s
if f
Schaenbauer, Vice President
Brauer & Associates Ltd.
January 21, 1996