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03-14-16 CC Work Sess Mtg MinCITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION MONDAY, MARCH 14, 2016 MINUTES 1. CONVENE WORK SESSION MEETING Mayor Zerby called the meeting to order at 6:00 P.M. A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 PM Present: Mayor Zerby; Councilmembers Labadie and Siakel; Administrator Joynes; Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and Engineer Hornby Park Commission Chair Mangold; Park Commissioners Stelmachers and Vassar Absent: Councilmembers Sundberg and Woodruff; Park Commissioners Kobs and Rock B. Review Agenda Labadie moved, Mangold seconded, approving the agenda as presented. Motion passed 6/0. 2. BADGER PARK PLAYFIELD IMPROVEMENTS Mayor Zerby welcomed the Park Commissioners. Director Nielsen stated the purpose of this work session was to discuss what was hoped to be a number of quotes for the construction of an artificial turf field in Badger Park. He explained there is $525,000 in funds pledged to that effort. The Minnetonka Lacrosse Association pledged $150,000; the City of Shorewood has committed $150,000; the City was awarded a $200,000 grant from the Hennepin County Youth Sports Program; and, Minnetonka Football has pledged $25,000. The grant is about $100,000 less than what the City applied for. The City solicited quotes from three firms to construct the field. It received quotes from FieldTurf and AstroTurf. SprintTurf has indicated it is still interested in submitting a quote but it did not get that prepared in time. He discussed the quotes received from FieldTurf and AstroTurf. It does not appear the two quotes reflect an apples -to- apples comparison. AstroTurf was sent the line -item format that FieldTurf used for its quote and was asked to put its quote into that format. That has not been submitted. An AstroTurf representative told him earlier in the day that its quote did not include the two feet of sand that goes under the field to mitigate anticipated poor soils in that area. FieldTurf is assessing ways it can reduce its quote. The Park Commission has discussed both quotes. Councilmember Siakel asked if one of the two firms has more experience with constructing artificial turf fields. Director Nielsen stated both are very experienced. FieldTurf has done a lot of work with Minnetonka High School and the School gave it a good recommendation. AstroTurf was the original artificial turf company but has not done as many jobs in the immediate area. Nielsen noted staff will ask for references for the companies. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION March 14, 2016 Page 2 of 7 Director Nielsen noted that the agenda for Council's meeting following this work session includes consideration of a proposal to prepare a grading plan for the playfield in Badger Park. That grading plan is needed for either an artificial turf field or a grass field. The cost for doing that is included in both quotes so that will reduce both of them a little. Nielsen stated the Lacrosse Association would like construction to start as soon as possible this spring. It takes 60 — 75 days to complete construction. The Association is willing to give up its 2016 season on the Badger Park playfield. Construction could interfere with the start of the football season. Unfortunately, there is not enough information to make a recommendation on either quote at this time. Mayor Zerby asked if there are any drainage concerns with artificial turf. Director Nielsen stated water flows through the turf and with the sand base it would be somewhat like a filtering system. Nielsen stated currently staff is thinking that only an erosion control permit would be necessary from the Minnehaha Creek Watershed District (MCWD). Engineer Hornby stated staff will have to find out if the MCWD considers the artificial turf hard surface or not. Hornby explained from an engineering perspective it would absorb almost like a rain garden or a filtration basin. The water will go into the sand layer and then come out of a drain tile system over time. He does not think the MCWD would require any additional stormwater treatment. Zerby asked if staff intends to get in touch with the MCWD. Hornby stated he was going to wait until the project was approved but he will reach out sooner. Chair Mangold stated AstroTurf s quote does not include a line item for field turf 1 for a layer of sand. Director Nielsen stated staff has told the Lacrosse Association that it is its responsibility to research the health and safety impact of crumb rubber. The Association forwarded information about that to staff which in turn forwarded that to Council. Mayor Zerby asked if the companies took coring soil samples. Director Nielsen stated staff sent the information about the samples taken when the lighting was put in to FieldTurf per its request and he will send it to AstroTurf as well. Chair Mangold noted the Lacrosse Association had indicated during the last Commission meeting that it did not care which company was ultimately selected. The Association was quite nervous about the lack of information in the AstroTurf proposal. FieldTurf included a lot of detail for the different options in its proposal. Commissioner Stelmachers stated neither company provided any information about what it would cost to change crumb rubber to something else. Replacing the crumb rubber with some other material would increase the cost. In response to a comment from Councilmember Siakel, Director Nielsen stated most companies use crumb rubber. Councilmember Siakel stated she thought the question at this time is about how to fund the construction funding gap. Commissioner Stelmachers stated it was his understanding that the Lacrosse Association would be willing to consider increasing its contribution to $175,000. Councilmember Siakel stated she thought it would consider up to $200,000. Chair Mangold stated various amounts have been mentioned. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION March 14, 2016 Page 3 of 7 Chair Mangold noted there is a practice area line item in each of the proposals. That practice area would be for lacrosse only. Mangold stated the Commission has been told that Minnetonka Football would only be willing to contribute additional funding if the field were to be constructed as a full size field. That is not a viable option because of space constraints. Director Brown stated what is currently proposed is 20 yards short. In response to a comment made by Director Brown, Director Nielsen clarified that the Lacrosse Association has been told that the artificial turf field would be a City field; it would belong to the public. Mayor Zerby asked what the revenue expectations are for use of the field. He also asked if lacrosse usage would go up and /or if fees could be increased. If additional revenue would be generated that could help justify the City contributing more money to the construction of the field. Director Nielsen stated the Lacrosse Association has been told that tournaments could not be held on the new artificial turf field because of the limited parking. The biggest advantage for that type of turf is it could be used earlier in the spring. Mayor Zerby asked if there would be an opportunity to put a cable in under the field for access to the City's network from the Southshore Center. Director Brown stated that could be discussed as part of the parking lot expansion. Chair Mangold stated the Commission has reviewed the fees for ongoing home field use and tournament play. From his perspective the City's fee structure is kept low because other cities do not charge fees or they keep their fees flow. The City does not have enough fields so that organizations would be willing to pay a higher fee that neighboring cities charge. He noted the revenue earned by the City annually is not very much; maybe a couple thousand dollars. Councilmember Labadie noted the Commission received a copy of the fee schedule for its last meeting. Chair Mangold stated that the Lacrosse Association is already using the field in Badger Park and it intends to use the artificial turf field as its home field. Councilmember Labadie stated sports organizations have a lot of power and money. She cautioned against increasing the fees so much that the organizations would quit using fields in Shorewood. She noted that Tonka Hockey refuses to pay the sock fee the City charges to use Shorewood's ice rinks. Its players skate in the City of Chanhassen because there is no fee. Commissioner Stelmachers noted that Chanhassen has a significant industrial base that it can draw on. Mayor Zerby asked Council if it would be willing to fund more of the construction even though the City will not see an increase in revenues from fees. Councilmember Siakel stated Council needs to be provided with better numbers on the proposals. Councilmember Siakel stated she does not think Shorewood competes with Chanhassen. She then stated the City should be committed to making its parks the best they can be. She went on to state that from her perspective one hockey rink in Shorewood is sufficient. It should be a quality rink with a warming housing. She noted the City cannot have everything in every park. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION March 14, 2416 Page 4 of 7 Mayor Zerby asked if Council could have revised proposals for its March 28 meeting. Director Nielsen responded yes. Administrator Joynes stated there will be some cost to maintaining the artificial turf field. It would require special equipment. It may require more personnel hours. Chair Mangold stated the Commission is having a special meeting on March 22 with the intent of making a recommendation to Council on March 28. Councilmember Labadie stated during the last Commission meeting she thought Lacrosse Association representatives thought that maybe AstroTurf s proposal was not as detailed because it thought that maybe FieldTurf would be selected because of the work it has done with the Minnetonka High School. Commissioner Stelmachers asked if people would like the quotes to also include alternatives to using crumb rubber. He clarified he does not have an issue with crumb rubber. Councilmember Siakel stated in all of the information forwarded to Council she did not read anything indicting that crumb rubber was associated with a toxic element. Councilmember Labadie stated she is comfortable with having her children plan on crumb rubber and so are other parents of lacrosse players. Chair Mangold asked if crumb rubber could be switched out at a later date if the FDA study finds there is an issue with it. The rubber will be worn down over time and need to be recoated. Director Nielsen stated he would research that. Mangold stated that the type of surface being proposed is softer when it comes to concussion injuries. Councilmember Siakel stated during previous meetings she thought Lacrosse Association representatives indicated that it would be willing to do some fundraising to help fund construction. Chair Mangold stated the budget for Badger Park improvements is about $1.3 million. If all of the park dedication fees that would come in from the Minnetonka Country Club (MCC) development project were received this year the funding shortfall would be a couple hundred thousand dollars. He asked if Council is willing to allocate more money to Badger Park improvements or if the Commission needs scale back the improvements. Councilmember Siakel stated she thought a lot of the numbers are placeholders. She then stated she does not think all of the improvements will be done at the same time. The improvements would be done in stages. She went on to state the artificial turf field is a priority. The tennis courts need to be replaced. She suggested developing an 8 -year long time line for improvements. Mayor Zerby noted the current timeline is two years. Chair Mangold stated the purpose of the Park CIP is for people to know what is going to be done the next year. That is not the current situation. Councilmember Siakel asked Chair Mangold what he thought the next most important improvement in the Park is. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION March 14, 2416 Page 5 of 7 Chair Mangold stated the Commission had looked at the improvements as a concept and then he thought it was paused by Council. He asked if Council is asking the Commission to break the improvements into segments. Councilmember Labadie stated if the improvements were spread out over 5 — 8 years there isn't funding for all of them. Chair Mangold stated that over the next five years there is a few hundred thousand dollars in the CIP for improvements to other parks. He then stated the Commission had always thought the improvements would be done over two years; in two phases. Mayor Zerby stated he also thought it would be better to spread out the improvements over a longer period of time. Maybe 3 — 4 subprojects. His preference is to move forward with improvements sooner versus later. He then stated he thought a decision was made to eliminate the hockey rink and warming house in Badger Park. Director Nielsen stated those items are not in the concept plan. Councilmember Labadie stated because the City received the grant there is more of a sense of urgency. Mayor Zerby asked what the Park budget is for 2016. Director DeJong responded $690,000. Chair Mangold asked if Council thinks the concept plan for Badger Park is a false hope that needs to be scaled down. Director Nielsen stated the park dedication fees from the MCC development will be received over 3 — 5 years. Mayor Zerby discussed the difference between the FieldTurf quote and the pledged funds for the artificial turf field. If that were taken out of the Park budget it would leave more than $500,000 to spend in 2016 for improvements. Zerby asked what the balance in the Park Improvement Fund is. Director DeJong responded $534,000. Director DeJong stated the assumption has been that the City would receive about $300,000 in park dedications fees from the MCC project in phase 1. When that is included there is enough money to fund 2016 expenses. Councilmember Siakel asked what other park projects, not including Badger Park improvements, are scheduled for 2016. Director DeJong stated there are two other projects — Cathcart Park Hockey Boards and the Skate Park Rehabilitation. Chair Mangold stated those were added after the Commission was told to hold off on Badger Park improvements. Councilmember Siakel stated if there is, for example, $300,000 left after funding the field shortfall and assuming some park dedication fees would be received from the MCC project in 2016 there would be enough money to redo the tennis courts. There are also funds available in the General Fund reserves. She noted she wants to know what the Commission want to achieve in 2016. If it is the artificial turf field then the City and the Lacrosse Association need to figure out how to fund the gap. She stated she has heard that the tennis courts are at the end of their useful life so replacing them might be a high priority. Chair Mangold stated from his vantage points there are higher priorities than the tennis courts; for example, the shelter and play area equipment. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION March 14, 2016 Page 6 of 7 Chair Mangold stated the Commission does not know if Council supports all of the elements in the concept plan for Badger Park. Does Council still support the concept that had been agreed to? If the Commission has to scale the concept back in order to reduce the cost for the improvements and spread out the time for doing them then the shelter, the playground equipment and the open space would likely have to be scaled back. Mayor Zerby stated Council approved the concept plan for Badger Park and the Park CIP. Chair Mangold stated there is only enough funding to do Phase 1 of the concept plan for Badger Park. Those improvements basically prep the site for the next phase. Councilmember Siakel stated it is her recollection that Council approved the concept plan. What needs to be agreed to is the timing of the improvements. She asked Director DeJong to help put together the timeline for the improvements based on available funding. Director DeJong stated Council has been provided with cost estimates for the Phase 1 improvements. The City needs to receive revised quotes for the artificial turf field in order to determine the funding gap for that field. He noted that the grant funding and the pledges from the Lacrosse Association and Minnetonka Football are not reflected in the CIP. Commissioner Stelmachers stated the bids for the concept plan are old. Mayor Zerby stated the list of the Phase 1 improvements includes items that would not be done if the City moves forward with the construction of the artificial turf field; for example, the irrigation system and athletic field seeding. Director Nielsen concurred Phase 1 needs to be redefined. Director Nielsen stated about $90,000 was budgeted in Phase 1 for a grass field. The City has agreed to contribute $150,000 to the artificial turf field. Therefore, that means Phase 1 would cost at least $60,000 more than originally estimated. He then stated staff and the Commission will prepare an alternative phasing plan for the improvements per Council's direction. Mayor Zerby stated that the parking lot improvements do not need to be made in the next year or two. Councilmember Siakel explained the Park Improvement Fund has a $534,000 balance per Director DeJong. Over the next 3 — 5 years it is anticipated that the City will receive more than $600,000 in park dedication fees from the MCC development. That brings the available funding to over $1.1 million. The original budget for the Badger Park improvements was approximately $1.3 million. The City can find the rest of the money that is needed. She again asked Director DeJong to assist the Commission with developing a timeline based on available funds and priorities. Administrator Joynes stated that during the February 5, 2016, Council and staff retreat staff presented that over the next five years or so the City should receive about $10 — $12 million in funding for projects (not all for park related projects). The estimated cost for projects during that same timeframe is less than $10 million. There should be sufficient funds to complete all of the recommended improvements to Badger Park over a period longer than two years. There is no reason not to move forward with the artificial turf field. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION March 14, 2016 Page 7 of 7 Mayor Zerby stated he does not want to wait another season to move forward with some improvements to Badger Park. He wants construction of the artificial turf field to be done this year. Commissioner Stelmachers stated hopefully the City will receive quotes from all three potential vendors by the Commission's March 22 meeting. Director Nielsen stated Lacrosse Association representatives are trying to make that happen. Stelmachers asked if the lighting for the existing playfield is going to be moved. Director Nielsen stated the hope is to re -aim them if need be. Nielsen asked where the wiring is for that lighting. Director Brown responded it traverses the field. Engineer Hornby stated if the warming house is taken down the control panel for the lighting would have to be moved. Councilmember Siakel asked if there is a reason to keep the warming house up. Nielsen stated it can be taken down anytime. 3. ADJOURN Stelmachers moved, Siakel seconded, Adjourning the Work Session of the City Council and Park Commission of March 14, 2016, at 6:56 P.M. Motion passed 610. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder g /` E ATTEST: Je n Panchyshyn, Cqty Clerk