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HomeMy WebLinkAbout04-17-2006 Packetcm0 L i'H it � make Elmo ELMO 3800 Laverne Avenue North Lake Elmo, Minnesota 55042 (651) 777-5510 Fax: (651) 777-9615 Www. LakeEt m o.Org NOTICE OF MEETING The City of Lake Elmo Parks Commission will hold its regular meeting on Monday, April 17, 2006, at 7:00 p.m. afflavm 1. Agenda 2. Minutes of March 20, 2006 3. Park Plan RFP 4. Cost Estimates and 2006 Trail Construction Program 5. Electrical Service at VFW Park 6. Foul Line Net at VFW Park 7. Park Walk-through Schedule 8. Park Templates for Park Plan 9. City Council Update 10. Adjourn The public is invited to attend. DRAFT 4111106 Request for Proposal Update of the Comprehensive Park Plan Lake Elmo, Minnesota Overview This document solicits proposals from qualified consultants to collaborate with the Lake Elmo City Park Commission in the update of the City's 1990 Park Plan. Backqround In 1990, the City of Lake Elmo adopted a Comprehensive Park Plan designed to provide a blueprint for the development of parks within the city limits over the period 1990 through 2010. While the 1990 Plan is acknowledged to be well conceived at least the following factors lead to the need to update its contents, and extend the park planning horizon: The recently adopted Lake Elmo 2030 Comprehensive Plan not only extends the City's planning to the year 2030 (also considered to be the City's "build out"), but plans/forecasts a significantly different future community fabric than assumed by the 1990 Park Plan. The City will not only be larger in population than assumed in 1990, but more urbanized in texture than previously assumed. Many of the park facilities depicted as "future" by the 1990 Park Plan have been acquired and/or developed by the City during the ensuing years. Both park planning and the public's perception of the role of municipalities in the provision of leisure time/recreational services/resources has changed over the 15+ years since the last Lake Elmo Park Plan was prepared. The City recently completed and adopted an updated Comprehensive Trail Guide Plan. No public trail work will be required by this contract, except that required to accommodate any new park locations. The City Park Commission has also completed most of the existing 2006 park facilities inventory work. Little inventory work regarding existing facilities will be required by the consultant. Description of Tasks The consultant(s) retained by the City of Lake Elmo as a result of this request for proposal will collaborate with the Lake Elmo City Parks Commission to: • Review existing plans and documents relating to the City's parks, including the 1990 Park Plan, the 2005 Comprehensive Trail Guide Plan, and the 2030 Lake Elmo Comprehensive Plan and the 2005-2006 work by the Lake Elmo Park Commission regarding inventory of the existing park facilities in the City. • Develop Lake Elmo specific park planning goals/objectives in concert with the Lake Elmo Park Commission; • Applying the existing park inventory findings, the adopted Lake Elmo park goals/objectives and contemporary park planning standards, develop a comprehensive parks needs assessment covering each park functional classification; • Develop a Comprehensive Park Plan for review and recommendations by the Lake Elmo City Parks Commission and make changes as deemed appropriate by that body. This Plan should include the following: - maps reflecting the location and functional classification of all existing and proposed park facilities; - technical specifications relating to the physical scale/character and required improvements for each functional class of parks both existing and planned. - text providing additional information on the overall approach to the Comprehensive Park Plan and any information relating to specific aspects of the Plan. • present the Comprehensive Park Plan in a public forum in which public reaction will be solicited; • present the Comprehensive Trail Plan to the City Council of the City of Lake Elmo, including any recommendations for modifications offered by the Park Commission; • make changes to drafts of the Comprehensive Park Plan as deemed necessary throughout this process. • Provide the City 40 published copies of the plan following City Council adoption. Consultant Selection This Request for Proposal will be offered to a limited number of local consulting firms that are judged by City Staff to have the experience and personnel necessary to undertake the creative tasks proposed here. Selection of the consultant will be based upon the degree to which the applicant demonstrates its understanding of the tasks proposed here, its willingness to work with public advisory bodies and elected officials, and the competitiveness of the bid in terms of price committed. The consultant selection process will proceed as follows: 1. Request for Proposal will be mailed by the City of Lake Elmo to prospective consultants by [DATE HERE]; 2. City staff will meet with interested firms as a group,(with the Parks Commission invited to observe) — [DATE HERE] 3. Consulting firms will submit written proposals — [DATE HERE] 4. City staff will screen 3 finalist firms — [DATE HERE] 5. Parks Commission and City Council will interview 3 finalists — [DATE HERE] 6. Final selection of the consultant by the City Council — [DATE HERE] Selection of the consultant will be based upon the sum of the following criteria: 1. Consultant's understanding of the tasks proposed above as reflected in the consultant's written proposal and oral interview before the Parks Commission and City Council; 2. Consultant's documented experience with the preparation of similar comprehensive plans relating to parks ; 3. The documented experience and qualifications of the consultant's professional staff that will be working on this project; and, 4. Consultant's proposals for fees and expenses to complete the proposed project. City of Lake Elmo Parks Commission Meeting Minutes of March 20, 2006 Chairman Schumacher called to order the meeting of the Lake Elmo Parks Commission at 7:00 p.m. COMMISSIONERS PRESENT: Larson, Steele, Blackford, T. Bouthilet, Wagner, Wafters (7:04 p.m.), Heroff (7:05 p.m.), and Ames (7:06 p.m.). Commissioner Wafters left the meeting at 7:20 p.m. STAFF PRESENT: Superintendent Bouthilet, Planner Dillerud, Administrator Rafferty, and Recording Secretary Anez. 1. Agenda Add 2.5 Acknowledgment of Larson for work performed. Add 6.5 Developer Request for an East-West Trail Segment for Discover Crossing. M/S/P, Steele/T. Bouthilet to accept the agenda as amended. Vote: 7:0. 2. Minutes of February 22, 2006 M/S/P, Wagner/T. Bouthilet to change Need Assessment to Needs Assessment and to accept the minutes of February 22, 2006 as amended. Vote: 9:0. 2.5 Acknowledgment of Commissioner Larson Commissioner Larson created a park inventory and distributed a template sample. The Commission recommended adding them to the web site and making them available at the counter. 3. Arbor Day A class or two from the grade school will travel with staff by bus to plant ceremonial trees and seedlings in a park at the end of April. M/S/P, T. Bouthilet/Heroff to recommend support of Arbor Day activities. Vote: 9:0. 4. Proposed Improvements: Carriage Station Park The Planner said the proposed basketball court of 75 X 50 feet with two standards, backboards, rims, etc. will cost about $30,000. The cost of items depicted in the proposal would be about $41,000 not including grading and staff time. There is $65,000 in the CIP for this work. Superintendent Bouthilet gave examples of play sets in Lake Elmo that cost about $25,000. Another option would be to reduce the basketball court to one-half court allowing more money for trees and the play structure. The Planner said the trail segment depicted will cost about $6,000 to construct. Commissioner Ames said a one-half court will be sufficient for this size neighborhood park. Commissioner T. Bouthilet asked about converting a one-half court to full court. Superintendent Bouthilet said it can be expanded relatively easily. M/S/P, Ames/Wagner to accept the concept plan for Carriage Station Park and forward to the Council with the recommendation for a one-half court basketball court with remaining funds being spent on other amenities. Vote: 9:0. Superintendent Bouthilet said the residents are looking at a full loop trail. The trail is there and is gravel -based. The portion of trail recommended by staff for paving is more ADA accessible because of the grade. 4. Trail Construction Priorities The Planner made the following staff recommendations for trail construction in the order of their Lake Elmo Parks Commission Meeting Minutes of March 20, 2006 recommended priority. 1. 551h Street to Sanctuary. 2. In Carriage Station Marquess Trail south to 50th Street. 3. Klondike Avenue entrance into the park reserve (2500 lineal feet). 4. one -quarter mile more trail could be constructed in 2006. M/S/P, T. Bouthilet/Ames to recommend construction of trails on the vacated portion of 55th Street and Marquess south to 50th Streets as described in the Planner's Staff Memo of March 17, 2006. Vote: 9:0. M/S/P, T. Bouthilet/Ames to recommend construction of an estimated 2,500 feet of trail in the Old Village along Klondike Avenue to the park reserve with no parking allowed anywhere along the trail. Vote: 9:0. Commissioner T. Bouthilet said people are already going into the park reserve illegally via Klondike Avenue, and construction of the trail there would legitimize what people are already doing there now. The 33`d Street segment would be a natural tie-in for the Klondike Trail but it is longer than one - quarter mile. The Planner said our engineer will determine the start and end point of trails. They can also look at the segment along 33`d Street to determine feasibility for just grading or whether to construct one-half of it this year. 6. City Council Update The Council adopted the change to the CIP increasing money allocated for the Park Plan Update and advised staff to begin the RFP process to hire a consultant. 6.5 Developer Request for an East-West Trail Segment for Discover Crossing Chairman Schumacher received a call from the developer of Discover Crossing. He said the city was originally planning a road there and now they are not and he would like to see a trail link there instead. The Planner said that developer is asking for an amendment to the Trail Plan to have a northern loop from Sanctuary, across Discover Crossing, and to Hidden Meadows. Such a change would require a comprehensive plan amendment. Commissioner T. Bouthilet suggested not amending a Trail Plan we haven't even begun yet. Commissioners Wagner and Steele agreed. Commissioner Ames said there are three loops that will not connect to anything else. Adjourned at 8:19 p.m. Respectfully submitted, Kimberly Anez Recording Secretary Lake Elmo Parks Commission Meeting Minutes of March 20, 2006