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HomeMy WebLinkAboutPK PACKET 03102003CITY OF ST. ANTHONY PARKS COMMISSION AGENDA March 10, 2003 7:00 P.M. Conference Room I. CALL TO ORDER. II. ROLL CALL. III. APPROVAL OF FEBRUARY 10, 2003 PARKS COMMISSION MINUTES. IV. REPRESENTATIVES FROM BRW/URS AND SEH WILL BE IN ATTENDANCE. V. REPORTS: A. Community Services B. School Board C. Sports Boosters VI. OTHER BUSINESS. VII. ADJOURNMENT. 1 CITY OF ST. ANTHONY PARKS COMMISSION MEETING MINUTES 4 5 February 10, 2003 6 7:00 p.m. 7 Conference Room 8 9 10 I. CALL TO ORDER. 11 12 Chair Jindra called the meeting to order at 7:00 p.m. and welcomed everyone in attendance. 13 14 H. ROLL CALL. 15 16 Present: Chair Carol Jindra, Vice Chair Doug Koehntop, Commissioners 17 Julie Gebhardt, Colleen Hallada, Jan Jenson, and George Wagner. 18 19 Absent: Commissioner Daniel Ganley and Community Services 20 Representative Diane Skrivseth. 21 22 Also Present: Public Works Director Jay Hartman; City Staff Maurice Anderson; 23 City Council Liaison Amy Sparks; Representative from Sports 2n Boosters George Zurbey; Representative from the School Board Denise Dunn; Independent Contractor Rich Koechlein (URS); and 26 Bob Kost, (URS). 27 28 III. APPROVAL DECEMBER 2, 2002 PARKS COMMISSION MINUTES. 29 30 Chair Jindra clarified the spelling of Consultant Rich Koechlein's last name. 31 32 Motion by Vice Chair Koehntop, second by Commissioner Jensen, to approve the December 2, 33 2003 Parks Commission Meeting Minutes. 34 35 Motion carried unanimously. 36 37 IV. REPORT BY REPRESENTATIVES FROM URS. 38 39 Bob Kost, URS Representative, provided the Commission with a status report for the Central 40 Park Redevelopment project. He stated that two meetings were held in January to review the 41 status of the park redevelopment and determine where to begin in the spring. He explained that 42 the meetings included Mr. Hartman, City Staff and URS Consultants. He referenced the 43 handouts provided to the Commission for their review stating that the packet includes a memo 44 outlining several unresolved issues, the discussions and what was agreed upon by everyone and 45 the 2003 schedule prepared by Construction. He explained that the schedule start date would be d' towards the end of April and includes all items remaining in the project that are to be 4. constructed. He stated that weather was the biggest schedule issue. He stated that they have had Parks Commission Meeting Minutes February 10, 2003 Page 2 1 discussions with the subcontractors regarding the schedule adding that they requested a letter of 2 explanation outlining the reasons why work could not be continued. 3 4 Mr. Kost reviewed the spring schedule stating that it would include corrective grading for the 5 fields. He stated that the hockey boards and rinks are completed. He reviewed the pavilion 6 plaza area and concrete sidewalks noting that the next step would be Varsity baseball and 7 practice fields. He explained that they anticipated the need for adjustments to the grade in order 8 to avert excessive runoff from the school property. He further explained that they are trying to 9 improve drainage for the fields. He reviewed issues with the adjacent practice field with respect 10 to cutting into the swail and the contractor using bad topsoil twice. He stated that they have 11 developed a final finished grading plan noting that the drain tiles were not installed properly. He 12 stated that they are not operating to specifications and suggested reinstalling the drain tile. He 13 reviewed the process with the Commission. He reviewed the excessive drainage from the 14 parking lot area clarifying that it is a school issue. He explained that they reviewed the area and 15 provided a cost estimate to the school. He reviewed the cost estimate with the Commission 16 stating that the school has not made a decision. 17 18 Ms. Dunn clarified that the school is aware of the cost estimate and need for approval. Mr. Kost 19 confirmed that they have met with individuals from the school and suggested scheduling a 20 meeting to discuss further. 22 Mr. Zurbey asked Ms. Dunn if they have approved the cutting along the lower level and 23 reinstalling the trench drain. 24 25 Mr. Kost clarified the proposed reinstallation of the trench drain noting that each improvement 26 helps reduce the offsite flow. He reviewed the additional trail work stating that the bituminous 27 contractor would be working in the area of the trail and parking lot. He explained that they 28 would try to redirect the drainage from the trails away from the fields. He further explained that 29 several discussions were had to determine how they could gain a quick erosion control 30 mechanism by sodding or use a wood fiber blanket. He provided the Commission with a brief 31 overview of the wood fiber blanket process that would include a corrective grading on all fields 32 subject to erosion. He explained that placing the fabric would help alleviate the erosion during 33 the seeding process. 34 35 Mr. Zurbey asked if the fabric was a white nylon. Mr. Kost explained that the fabric is made of 36 wood fibers and a green plastic type material that is very sensitive to UV rays. He further 37 explained that the material breaks down over a period of time from the sunlight adding that the 38 material is fairly lightweight. 39 40 Commissioner Wagner asked Ms. Dunn to follow up on the status of the trench drain with the 41 school and provide an update to the Commission. Mr. Kost clarified that the trench drain is not 4/ part of the plan adding that it is a suggestion. Public Works Director Hartman stated that he could follow up with the school noting that he has scheduled meetings with the school to discuss 44 storm and curb issues. 45 Parks Commission Meeting Minutes February 10, 2003 Page 3 1 Mr. Kost reviewed the process for the practice field stating that he has been assured that the dirt 2 would be removed and replaced with good soil. He explained that they are considering staking 3 the swail between the north edge of the practice field and the varsity field to provide good 4 direction for the contractor. He stated that during construction the decision was made to separate 5 the irrigation system from the school and park. He explained that this could be a cost issue 6 stating that grading in the drainage swail could damage the irrigation line. He stated that it is 7 their hope to have this completed in the month of March. Vice Chair Koehntop asked Mr. Kost 8 to provide a cost bid for the repair of the irrigation system. Mr. Kost stated that they could 9 provide the Commission with a bid for their review. 10 11 Vice Chair Koehntop asked Mr. Kost to review the location of the trench with the Commission. 12 Mr. Kost reviewed a map of the area with the Commission. 13 14 Mr. Zurbey expressed concerns regarding the water dam issues at the Southern and Varsity fields 15 noting that it occurs due to the different textures of soil. He asked Mr. Kost how this would be 16 addressed. Mr. Kost stated that this issue was discussed stating that they would need corrective 17 grading in the area. He explained that they would seed and place the fabric to ensure good 18 drainage. Mr. Zurbey asked how this would work on the Varsity Field along the ag-line. Mr. 19 Kost explained that it would adjust the grade to ensure proper flow from the area along the trail. 20 Commissioner Jenson referenced the milestone plan and asked if the tasks identified on their schedule address the same tasks. Mr. Kost clarified that they are different task responsibilities 22 and reviewed with the Commission. 23 24 Commissioner Wagner noted the timeline and asked if they could get weighted vehicles into the 25 park due to road restrictions. Public Works Director Hartman explained that the project start 26 time is relatively close to the timeframe when road restrictions are lifted. 27 28 Commissioner Jenson asked Mr. Kost to clarify the length of time it would take to complete the 29 work and asked if the grading would be completed the first week of May. Mr. Kost explained 30 that the work involved for the Varsity and Practice fields would be less than one week and 31 confirmed that the grading would be completed the first week of May. He provided the 32 Commission with an overview of the timeline. 33 34 Commissioner Jenson asked if Mr. Kost was ready to commit to target dates. Mr. Kost clarified 35 that they are not the contractor stating that the contractor provided a timeline that would be 36 dependent on weather restrictions. 37 38 Commissioner Wagner asked if there was a contingency plan in place if there is too much rain. 39 Mr. Kost reviewed the maintenance agreement with the Commission stating that the contractor is 40 responsible for fertilizing and seeding until the seed is established. He further explained that 41 once established the ongoing maintenance then becomes the responsibility of the City and 4'1 School. He stated that it is important that the City and School Board get on track so that by spring they have a maintenance plan in place for additional fertilizing. Parks Commission Meeting Minutes February 10, 2003 Page 4 1 Commissioner Wagner asked if they would be provided with a plan that would include dates and 2 fertilization recommendations. Mr. Kost confirmed that a schedule with recommendations 3 would be provided. 4 5 Commissioner Jenson clarified that the responsibility for the park would be handed off to the 6 City by July 1, 2003. Mr. Kost confirmed stating that they would ensure everything is in the best 7 shape possible. He stated that there would probably be a few punchlist items adding that 8 fertilizing would not be considered a punchlist item. 9 10 Commissioner Gebhardt clarified her understanding of the park agreements and asked if they 11 have discussed ways to keep people out of the park during the sodding period. Mr. Kost 12 acknowledged their concerns stating that the park should remain closed until it is completed. He 13 suggested ongoing communication and education of the general public by providing a status of 14 the project that would include an education on how the park should be treated during this period. 15 He noted that the Pavilion would be finished and would open in the spring. He stated that they 16 cannot have organized sports until the rest of the park is completed. He explained that leasing 17 the Pavilion space could create an impact in the area and cause issues within the park if it is not 18 ready for use. He asked the Commission not to place the Pavilion into full use until the fields are 19 completed. 20 Public Works Director Hartman agreed stating that the public must be kept out of the park area 22 until it is completed. Mr. Kost suggested additional signage in addition to utilizing the 23 Community Newspaper and City Website. He stated that it would be very tempting for people to 24 try to use the fields before they are ready for use and urged the Commission to limit activity in 25 the park as much as possible. 26 27 Chair Jindra agreed that there is a need to educate the public. She suggested fencing around the 28 fields as an extra measure. She clarified with Mr. Kost that the recommended opening is for the 29 Spring 2004 and not to schedule organized sports for Fall 2003 season. Mr. Kost confirmed. 30 31 Mr. Zurbey suggested placement of the orange fencing along the field areas to prevent people 32 from walking in the area. 33 34 Commissioner Hallada asked who would be responsible for placement of the fence. Public 35 Works Director Hartman stated that it would be the City's responsibility. He stated that they had 36 decided not to open any portion of the park in order to eliminate any potential of people wanting 37 to go into areas of the park that are still under construction. 38 39 Chair Jindra asked if the contractor would continue to support repairs until everything is working 40 properly. Mr. Kost confirmed stating that approximately 90% of the project is in good working 41 condition. 41 Mr. Kost referenced the lighting stating that a separate contract would be done to reinstall some 44 of the salvaged lighting. He explained that it would cost approximately $10,000.00. Parks Commission Meeting Minutes February 10, 2003 Page 5 1 Chair Jindra clarified the type of lighting that would be used. Public Works Director Hartman 2 reviewed the type of lighting and the areas they plan to place lighting with the Commission. 3 4 Mr. Kost reviewed the wetdeck system issues with the Commission. He explained that the 5 subcontractors indicated that the installation would be more than the original estimate. He 6 further explained that after discussing the issues the subcontractor has agreed to build for the 7 amount originally built into the project. He explained that there were issues with the size of the 8 water line coming in to feed the system. He reviewed the contractor issues with the 9 Commission. Public Works Director Hartman further clarified stating that they are reducing it 10 down to one meter which would provide significant savings overall. 11 12 Mr. Kost reviewed the irrigation and sprinkler system with the Commission. He clarified that 13 the sprinkler system would never be running at the same time noting that the irrigation system is 14 setup to run automatically at night. 15 16 Mr. Kost provided the Commission with an overview of the Pavilion Plaza changes. 17 18 Council Liaison Sparks clarified her understanding of the area and asked if they would need 19 steps. Public Works Director Hartman clarified that they would not need steps. 2n Mr. Kost reviewed the open change orders with the Commission. He stated that approximately 22 80% of the contract is completed and paid out. He explained that a list of items to be completed 23 has been clarified. He further explained that they are approximately $100,000.00 over budget. 24 He stated that the overage is primarily due to the additional excavation and grading that had to 25 be done early in the project. He stated that the watermain construction also had an impact. 26 27 Commissioner Wagner asked if the City Manager and Mayor were made aware of the overages. 28 Mr. Kost confirmed that the overages were discussed adding that they will have firm numbers 29 available for review by next week. He noted that it was indicated from the Mayor and City 30 Manager that additional money requests would not be well received. 31 32 Mr. Kost suggested items such as adding trees and shrubs could be done on a volunteer basis. 33 34 Commissioner Wagner asked if the swail is part of the overrun. Rich Koechlein clarified that 35 they do not have numbers for the swail and that it would be in addition to the overruns already 36 identified. 37 38 Mr. Kost explained that they are at a point in the project where he and Mr. Koechlein are 39 working on the project for free. He further explained that the additional engineering work to 40 correct certain issues is being done non -gratis. He stated that they would not request further 41 funding. 4- �. Commissioner Wagner asked if funds from the Silver Park project could be used in the event of a 44 shortfall. Public Works Director Hartman stated that they absolutely could not use the funds Parks Commission Meeting Minutes February 10, 2003 Page 6 1 from the Silver Park project and reviewed with the Commission. He suggested that the 2 Commission review the information before the next meeting. 3 4 Mr. Kost stated that the play equipment is not included on the list. He stated that the equipment 5 has been ordered but not installed. He noted that the benches have also been purchased but not 6 installed. 7 8 Public Works Director Hartman asked Mr. Kost when they would anticipate having hard 9 numbers available. Mr. Kost stated that the numbers would be available before the next Park 10 Commission meeting and would be included in their meeting packet. 11 12 Commissioner Gebhardt asked Mr. Zurbey if there was anything that could be cut from the 13 Boosters budget. Mr. Zurbey stated that Randy met with their group February 5, 2003. 14 15 Commissioner Gebhardt asked Mr. Zurbey for clarification of the request for funding process. 16 Mr. Zurbey reviewed the request process with the Commission stating that if funds are available 17 it is probably not a very significant amount. 18 19 Mr. Zurbey referenced a source for trees in New Brighton and asked if anything further had been 20 decided. Chair Jindra agreed that there could be other sources for greenery. 22 Vice Chair Koehntop expressed concerns and disagreed with cutting funds for trees and 23 shrubbery. He stated that too much has already been cut and they have a definite need for 24 greenery. 25 26 Chair Jindra suggested delaying further discussion until their next meeting. She asked Mr. Kost 27 to provide the Commission with a detailed outline of the maintenance for their review before the 28 next Commission meeting. Mr. Kost stated that they have developed several different types of 29 maintenance contracts and suggested reviewing sample copies at the next Commission meeting. 30 31 Mr. Zurbey stated that from a sports booster perspective they would like to make the youth more 32 responsible for field maintenance. He stated that they are spending a lot of money out there 33 adding that the youth should have some investment and ownership in the fields. 34 35 Commissioner Jenson asked Mr. Kost to clarify what the Commission could do to help the 36 process along or if there is anything expected from the Commission. Mr. Kost stated that they 37 do not expect anything from the Commission at this time. He explained that his presentation was 38 provided as a review and update with the expectation that it would set the items for discussion at 39 the next Commission meeting. 40 41 Commissioner Gebhardt stated that it would be very helpful if the Commission could get 4/ numbers and have an idea of the cost for various items before their next meeting. Mr. Kost reconfirmed that everything would be laid out for their review before the next Commission 44 meeting. 45 V. REPORTS. Parks Commission Meeting Minutes February 10, 2003 Page 7 1 2 A. Community Services. 3 4 Diane Skrivseth was not present due to illness. 5 6 B. School Board. 7 8 Denise Dunn stated that the School Board and the City Council would be meeting to tour the 9 Public Works Department and the Fire Station. 10 11 C. Sports Boosters. 12 13 Mr. Zurbey referenced the Stone House Project stating that there would be new construction in 14 the area. He explained that a contractor has a developed a program to rebuild the liquor store 15 that would include a Sports Bar and additional retail building space. He stated that the Fire 16 Station would be temporarily moved to Public Works until they could find a permanent home. 17 He stated that they are reviewing 5-6 possible options for a new location. He explained that part 18 of the contract for the Sports Bar includes pull -tabs. He stated that the pull -tabs generate 19 approximately $120,000.00, which in turn goes back to the Community. 20 He referenced the dugouts stating he would provide the Commission with an update of the 22 design for discussion at the next Commission meeting. He reviewed funding stating that they 23 have received $20,000.00 in contributions noting that the coaches have also received donated 24 time and dollars towards the project. 25 26 He stated that they need pads around the poles in the fields and that they would be back in 27 business with enough time to contribute to the costs. He explained that there is a plan in place 28 stating that Gary should present the plan to the Commission. Chair Jindra suggested including 29 Gary on the next agenda. Mr. Zurbey suggested having someone from the school attend the next 30 Commission meeting to present the plan. He stated that they have the slab and benches adding 31 that they have not been installed due to funding. He suggested volunteers to do the installation 32 or ask the school to take it on 33 34 Chair Jindra noted that the timing could be an issue noting it is helpful for them to educate the 35 public. Public Works Director Hartman stated that they could be ready by end of March but 36 suggested aiming for April timeframe. 37 38 VI. OTHER BUSINESS. 39 40 A. Chances to the Park Commission 41 41 Council Liaison Sparks stated that the Council has requested that the Park Commission meetings be on cable television similar to the City Council and Planning Commission. She explained that 44 the purpose of the request is to improve communication between the Parks Commission and 45 Public. She stated that it would help to avoid misunderstanding of statements. She stated that Parks Commission Meeting Minutes February 10, 2003 Page 8 1 the City Council would like the Parks Commission to attend City Council meetings and provide 2 the Council with reports following their Parks Commission meetings. She stated that City 3 Council would also like to see more detail in the minutes. She reviewed the cable casting 4 process with the Commission. She reviewed the City Council meeting schedule stating that they 5 could attend either the 2nd or 4th Tuesday of each month. 6 7 Commissioner Wagner agreed that taping the minutes and improving the detail of the minutes 8 would help to avoid any misunderstanding of statements. He further stated that more detail 9 within the minutes would provide the Commission with reference points of issues discussed. 10 11 Chair Jindra asked if they have any options for cable casting. Council Liaison Sparks suggested 12 that Public Works Director Hartman work with City Staff. Public Works Director Hartman 13 stated that they would have to use the bench until they have wiring details determined. 14 15 B. Silver Point Park Building 16 17 Chair Jindra clarified that the discussion was to change the present location for the warming 18 house. 19 20 Public Works Director Hartman provided the Commission with an overview stating that they have begun to break ground. He explained that the Residents along 88th had issues with where 22 the building would be positioned stating that it would impact the field too much. He stated that 23 they met to determine if they could re -orientate the building. He stated that they received the 24 final numbers from Thompson Homes and reviewed the memo with the Commission. He stated 25 that the original bid came in at $256,770.00 and that the park was being funded by DNR. 26 27 Public Works Director Hartman reviewed the funding issues with the Commission stating that 28 the Contractor for Thompson Homes presented additional costs due to the reorientation of the 29 building and poor soil in the area. He stated that there would be additional design requirements 30 and a high-test footing should be done. He stated that there were additional costs due to the 31 weather conditions and a change to the heating system. He stated that with these changes the bid 32 is now at $353,794.00. He explained that this places the cost at 30% over the original bid stating 33 that this is unacceptable. He stated that they discussed their concerns with Thompson Homes 34 and in turn, Thompson Homes reviewed the issues with their subcontractors. He stated that the 35 memo is now the bid. He stated that Council has decided not to proceed with this project 36 because the dollar amount is unacceptable. He stated that Thompson Homes has been informed. 37 He explained that the City Attorney is reviewing the plan in addition, Mr. Hartman is having the 38 entire plan reviewed by another organization for a second opinion on the costs. He stated that 39 the results would be provided to Council for their review and consideration. 40 41 Public Works Director Hartman suggested reviewing the location and size of the building. He 41 suggested reviewing the off -parking lot and relocate the basketball court. 44 45 Commissioner Wagner clarified that by going through the re -bid process they would be able to get the bid back down to $256,000.00 and would it include the changes to move the building out Parks Commission Meeting Minutes February 10, 2003 Page 9 1 of the flood plane. Public Works Director Hartman clarified that there would not be real cost 2 savings by doing this and reviewed the issues and location options with the Commission. 3 4 Chair Jindra stated that they visited the area on December 5, 2002 and spoke with some of the 5 residents. She stated that this issue should be addressed noting the number of discussions that 6 have been had regarding the location. Public Works Director Hartman agreed stating that there 7 are challenges to the project adding that relocating the building may be more beneficial as a 8 whole. 9 10 Chair Jindra asked why they are discussing this issue again after decisions regarding the location 11 had already been made. Public Works Director Hartman explained that they have some 12 additional time to reconsider the location and do it right. 13 14 Commissioner Jenson stated that park buildings should be located closer to the parking lot for 15 safety reasons, ease of surveillance by the police and for accessibility. 16 17 Chair Jindra clarified that initially there were concerns regarding the drainage, utilities and 18 security and asked they are still valid concerns. Public Works Director Hartman clarified the 19 issues with the Commission. 2n Commissioner Wagner stated that he would like to see a breakdown of the costs. He stated that 22 moving utilities is not cheap and does not want to spend more if it is not necessary. Mr. 23 Anderson stated that they should be able to get a fairly correct dollar cost from Todd for soil 24 corrections and come back to the Commission with recommendations. 25 26 Commissioner Wagner agreed that they are looking at an opportunity and suggested considering 27 it once they get the final numbers. He stated that he prefers the north location for skating and 28 reviewed with the Commission. 29 30 Chair Jindra stated that the Commission would need detailed information before they could make 31 a decision on the location. Public Works Director Hartman stated that they would provide the 32 information for Commission review. 33 34 Public Works Director Hartman provided the Commission with an overview of the design 35 proposed by Thompson Homes. He stated that the building is designed with an automatic door 36 that would create storage issues with the building. He provided an overview of the operation of 37 the door for the Commission and explained how it would affect storage in the building. 38 39 Mr. Zurbey expressed concerns regarding SEH stating that they are being paid to be the experts 40 on these projects and asked why they are having so much difficulty with the current projects. 41 Public Works Director Hartman noted that the issue is not due to errors through SEH. He 4^ reviewed the concerns with the Commission. 44 45 Mr. Zurbey stated that they should hold them accountable adding that accountability is a huge concern. Public Works Director Hartman stated that SEH would be working on the entire Silver Parks Commission Meeting Minutes February 10, 2003 Page 10 1 Point Park project. Commissioner Wagner expressed concerns regarding the additional costs 2 due to bad decisions restating that they should be held accountable. 3 4 Public Works Director Hartman clarified that the Silver Point Park project is being funded by the 5 DNR and that the project should be ok. He reviewed the overall project with the Commission 6 stating that the Silver Point Park project is a good project and that would also include a great 7 park building within the park. He suggested that the Commission visit the area and provide 8 feedback. 9 10 Mr. Anderson asked if there was any merit in reviewing the relocation and redesign for Silver 11 Point Park. Public Works Director Hartman clarified the intent and encouraged the Commission 12 to visit the park. 13 14 Chair Jindra suggested that the Commission visit the Silver Point Park area and bring their 15 comments to the next Commission meeting. 16 17 Commissioner Gebhardt expressed concerns regarding comments made by a Council Member 18 regarding the Parks Commission as a whole and the dollars spent and asked for further 19 clarification. Council Liaison Sparks apologized to the Commission for comments made by the 20 Council Member. She clarified that his comments do not speak for the Council as a whole and reviewed their concerns with the Commission. 22 23 Chair Jindra stated that the next Commission meeting would be held on Monday, March 10, 24 2003 at 7:00 p.m. 25 26 VII. ADJOURNMENT. 27 28 Motion by Commissioner Gebhardt, seconded by Vice Chair Koehntop, to adjourn the meeting 29 at 9:10 p.m. 30 31 Motion carried unanimously. 32 33 Respectfully submitted, 34 35 36 Bonnie Sullivan 37 Timesaver Off Site Secretarial, Inc.