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HomeMy WebLinkAboutParks Packet 08.16.23Page 1 of 2 Parks Commission Agenda August 16, 2023 Agenda Parks, Recreation, and Open Space Commission Meeting of August 16, 2023 Hugo City Hall, 7:00 pm 7:00 pm 1. Approve Minutes from June 21, 2023 Meeting 7:02 pm 2. North Star Wetland Bank Update 7:30 pm 3. Bernin Park Master Plan 8:50 pm 4. Updates 1. Neighborhood Park Improvements 2. Glacial Hills Regional Trail Planning 3. City Bus Tour 4. Jolly Pops Concert 8:10 pm 5. Adjournment Page 2 of 2 Parks Commission Agenda August 16, 2023 Background Parks, Recreation, and Open Space Commission Meeting of August 16, 2023 Hugo City Hall, 7:00 pm Approve Minutes from June 21, 2023 Meeting Staff recommends approval of the minutes of the Parks Commission meeting of June 21, 2023. PLEASE SEE THE ATTACHED MINUTES. North Star Wetland Bank Staff will provide an update on the North Star Wetland Bank monitoring and prospectus document. WSB has met with the US Army Corps of Engineers to gather their preliminary comments. They are requiring that the FAA be included in the evaluation process due to the Benson and Forest Lake Airports being within 5 miles of the bank and that efforts be made to address aircraft-wildlife strikes. There were other comments requesting additional monitoring and design considerations. WSB preparing a response with data collected this summer. Bernin Park Master Plan A community meeting was held on June 27, 2023 to review the Bernin Park Master Plan. The meeting was well attended with residents, representatives, Parks Commissioners and Council Members engaging in discussion. Staff will present updates to the draft master plan, based on feedback from the meeting. Staff is recommending approval of a proposal from WSB to draft construction documents. THE 2023 BERNIN PARK MASTER PLAN AND WSB PROPOSAL ARE ATTACHED. Updates Staff will provide updates on ongoing projects, the annual bus tour and programs. THE PARKS PLAN CAN BE FOUND AT: https://www.ci.hugo.mn.us/2040compplan Page 1 of 2 Parks Commission Minutes June 21, 2021 Minutes Parks, Recreation, and Open Space Commission Meeting of June 21, 2023 Hugo City Hall, 7:00 pm Present: Valerie Boyd, Emily McGinnity, Meredith St. Pierre, Ranell Tennyson, Cathy Moore-Arcand, Mat Rauschendorfer Staff Present: Shayla Denaway, Parks Planner Debi Close, Parks Secretary 1. Approval of Minutes from the April 19, 2023 Meeting St. Pierre made a motion, Moore-Arcand seconded to approve the Parks Commission minutes from the April 19, 2023 meeting. All ayes. Motion approved. 2. North Star Wetland Bank Shayla Denaway, Parks Planner, updated that the Hugo City Council approved the WSB proposal to develop the North Star Wetland Bank prospectus at their June 12, 2023 City Council meeting. WSB will continue monitoring and evaluation, prepare the prospectus document and see approval of the Technical Evaluation Panel and Interagency Review Team. Two concept plans for the bank were approved showing options of plugging ditches or filling them in. Cost estimates for construction of the bank range from $568,000 to $755,000. Trail construction is estimated to be $1,700,000. – $2,200,000. Funding discussion includes applying for grants and city funds. The prospectus phase is expected to take 3-4 months. St Pierre requested City Staff to review Federal/State Laws impacting wetland banks that were approved with legislation in June 2023. The new law regarding determination of a wetland Page 2 of 2 Parks Commission Minutes June 21, 2021 3. Bernin Park Master Plan Invitations were mailed to residents for the community meeting to review the draft master plan for the Bernin property. It will be held June 27, 2023 from 5:00 – 7:00PM at Hugo City Hall. A resident sent a letter with concerns of trail placement and privacy issues was received. They requested that the southern trail be located 200 yards inside of the property line. Staff has spoken with the property owner’s representative and anticipates that they will participate in the meeting. Denaway informed that tree clearing would need to be done to accomplish a relocation. Moore-Arcand asked if the trail could curve more inward and away from the neighboring properties. Denaway agreed the trail could be shifted which would help with neighbor concerns but reminded that existing paths might still be used and preferred by trail users. 4. Updates on ongoing projects 1. Park Entrance Sign Replacement Staff has continued researching pylon signs and potential vendors for the park sign replacement plan. Next step will be to contact vendors. 2. Washington County Library is sponsoring the Jolly Pops, a family friendly concert at Lions Volunteer Park in Hugo on Friday August 11, 2023 from 3:00 – 5:00Pm. 5. Adjournment Moore-Arcand made a motion, McGinnity seconded to adjourn the meeting at 8:10pm. All ayes. Motion approved. Bernin Park Master Plan Hugo, Minnesota August 2023 | WSB Project number: 022530-000 Scale in Feet 0’200’100’50’ LAKE OVERLOOK LAKE OVERLOOK ACCESSIBLE LAKE OVERLOOK ACCESSIBLE LAKE OVERLOOK OPEN SPACE / FREE PLAY MEADOW BOARDWALK EXISTING PLAY AREA& SHELTER / PLAZA W/ LOOP TRAIL UTILITY EASEMENT 5’ EXISTING SIDEWALK FISHING DOCK PRESERVED MATURE TREES FUTURE PARKING10 CARS - PARK ENTRY STATE OF MN DNRPROPERTY WITH LAKE ACCESS ACCESSIBLE PRAIRIE & WETLAND OVERLOOK PRAIRIE FRINGE BUFFER PRESERVE ICE RIDGE PRESERVE WETLAND, TYP. 50’ ST O R M E A S E M E N T ONEKA LAKEONEKA LAKE PONDPOND ONEKA LAKE ONEKA LAKE PARKPARK BERNIN PARKBERNIN PARK GREEN AVE.GREEN AVE.GOODVIEW AVE.GOODVIEW AVE.152ND ST. N152ND ST. N FUTURE TRAIL & PARK EXPANSION LEGEND PAVED TRAIL CRUSHED GRAVEL TRAIL MOWED TRAIL 8’ PAVED TRAILS BOARDWALK NATURAL TRAIL (AGGREGATE, WOODCHIPS OR MOWED PATH NATIVE PRAIRIE WETLAND TURF GRASS ICE RIDGE G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx 701 XENIA AVENUE S | SUITE 300 | MINNEAPOLIS, MN | 55416 | 763.541.4800 | WSBENG.COM August 11, 2023 Ms. Shayla Denaway Parks Planner City of Hugo 14669 Fitzgerald Ave N Hugo, MN 55038 Re: Professional Services Proposal – Bernin Park Final Design & Construction Dear Shayla: I am pleased to submit this letter proposal on behalf of WSB & Associates, Inc. (Consultant) to the City of Hugo (Client) to complete professional consulting and design services for the final design and construction of park improvements at Bernin Park. A.1 PROJECT UNDERSTANDING It is understood that the City of Hugo seeks professional services for the creation of final design documents for improvements at Bernin Park to include a small parking lot, passive picnic spaces, paved trails connecting to an existing sidewalk along Goodview Ave N with an internal trail loop, and a potential small overlook deck platform. The project includes bidding the project for an anticipated 2024 construction with construction administration services. The professional services for this project are based on 2023 services and hourly rates. B.1 BASE SCOPE OF SERVICES B.1.1 TOPOGRAPHICAL BASE SURVEY (1) Topographical Base Survey: The Consultant will prepare a topographical base survey document suitable for final design. This will include a detailed survey of the former residential lot and adjacent empty lot only (not the entire park parcel) to include 1-foot contours, spot grades, utilities, and existing development. The potential trail routes flagged during the site review will be surveyed to create a centerline in the base topo file. Remaining park areas will rely on Lidar and aerial maps for use in final design. It is assumed that the survey field work will be conducted in the fall after leaves have fallen. B.1.2 FINAL DESIGN (1) Project Management and Project Kick-Off Meeting: Consultant will facilitate an in- person meeting with City staff to review the project schedule and deliverables along with a discussion of programming ideas for the proposed improvements. (2) Site Review: Following the kick-off meeting the Consultant will undertake a site visit with the Client to review current site development and to identify site opportunities and constraints. The Consultant will flag initial options for trail corridors during the meeting to obtain quotes for tree removals and to allow survey data to be collected along the routes. Shayla Denaway August 11, 2023 Page 2 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx (3) Design Development (30%): The Consultant will prepare preliminary design development plans that may include up to two options of the park access, trail routes, and parking lot in order to identify the preferred approach. Factors that will affect the design options will include: A. Access and circulation B. Site impacts (wetlands, grading limits, extent of tree removals, etc.) C. Potential stormwater management options (4) Design Review Meeting: The Consultant will attend a virtual design review meeting with the Client to review the preliminary design options and determine which approach, or combination of approaches, should be carried forward into final design. (5) Stormwater Design & RCWD Permit: Consultant will prepare stormwater Best Management Practice options for treatment of runoff to meet the RCWD requirements. The Consultant will obtain a RCWD permit for the project and erosion control permit. The Consultant will identify any floodplain management rules if there is work below the Oneka Lake HWL of 931.36. Includes one (1) meeting with the RCWD during the final design process. Assumes BMP is required to be sized for 1” x new impervious surfaces with rate control demonstrated and that trails under 10’ width are exempt. Assumes a filtration method would be required. (6) NPDES Permit & SWPPP: Consultant will prepare erosion control and SWPPP plans that will adhere to the NPDES permit requirements for inclusion in the final construction package. Application and the corresponding fee for the NPDES permit will be obtained prior to construction start and transferred to the approved Contractor. (7) Final Design Documents: Consultant will prepare final design documents that further refine the site design to include the following documents taken to a 60% and 90% level for review prior to the 100% completion for bidding. This includes structural design for the small overlook deck. A. Cover Sheet / Index B. SWPPP C. Removals Plan D. Layout Plan & Enlargements E. Grading Plan & Enlargements F. Restoration & Erosion Control Plan G. Civil Utility Plans (stormwater) H. Construction Details I. Technical Specifications (8) Estimate of Probable Costs: The Consultant will develop an estimate of probable costs for construction starting from the 30% complete phase through 100% final design in order to identify anticipated construction costs and refine the plans in accordance with the project budget. This will help to identify priorities and determine improvements to remain under the base bid or potential add-alternates and future phased work. Shayla Denaway August 11, 2023 Page 3 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx (9) Design Review Meetings: The Consultant will facilitate virtual design review meeting at the 60% and 90% milestones for ongoing review and feedback from the Client to progress the construction documents accordingly. B.1.3 TREE REMOVAL DOCUMENTS (1) Tree Removal Quote Package: Once the extent of tree removals has been determined, the Consultant will prepare a separate tree removal quote package to allow for tree removals before bat restrictions take place. The Consultant will distribute the quote package to Contractors and collect quotes for Contractor selection. (2) Tree Removal Meetings: Facilitation of a site meeting to coordinate with the tree removal Contractor prior to removals and confirm trees for removals. Consultant will conduct a site review meeting once the tree removals are complete for approval and finalization of contract. B.1.4 PUBLIC BIDDING (1) Bidding: The Consultant will provide oversight and administration of the project bidding process to include sending out the Advertisement for Bid, uploading plans and specs to Quest CDN, responding to questions that arise during the bidding process, preparation of addenda, facilitating an online, electronic (Zoom) bid opening, tabulation of bids, review of contractor references, and letter of recommendation for selection of a contractor. It is anticipated that an electronic bidding process will be utilized. B.1.5 CONSTRUCTION ADMINISTRATION: The Consultant will undertake project administration and periodic observation of the construction progress for adherence to design intent as illustrated and described in construction documents to include: (1) Pre-Construction Meeting: Facilitation of a pre-construction meeting to review the project elements, clearly define the Client’s expectations as to the quality of the construction, administration process, and schedule. (2) Administration: Consultant will provide administration to include preparation of contract / agreement forms, RFI’s, change orders, and payment applications. (3) Reviews: Consultant will review submittals, shop drawings, and test results. (4) Construction Progress Meetings: Consultant will provide site observation on a periodic basis for the duration of the construction project to ensure construction is being completed in accordance to the final design documents. It is assumed the Consultant will attend no more than ten (10) meetings as follows: A. Eight (8) standard construction process meetings. B. One (1) substantial completion meeting. C. One (1) final completion meeting. B.1.6 CONSTRUCTION SURVEY STAKING: The Consultant will provide a 2-man survey crew for one set of layout and grade stakes for construction and will prepare an as- built survey upon completion of construction. 2024 surveying to include up to four Shayla Denaway August 11, 2023 Page 4 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx (4) trips not exceeding a total of 32 hours plus data processing time is included for (2) hubs/benchmarks and offset stakes for the parking lot, utilities and structures, deck footings, and trail centerlines. B.2 EXCLUSIONS B.2.1 The following items are excluded from this Agreement; however, Consultant can provide these professional services for additional compensation by amendment to this Agreement. (1) Geotechnical soil investigations and recommendations. (2) Construction Materials and Testing. (3) MnDNR permit for any work below the OHWL of Oneka Lake. (4) Floodplain modeling and analysis. (5) Electrical, sanitary and water service design. (6) Contamination review or ESA costs. (7) Wetland permitting and mitigation. B.3 ADDITIONAL SERVICES B.3.1 Additional services may be added upon approval by both Client and Consultant via amendment to this Agreement at the current hourly rate at time of request. C.1 PROPOSED FEES C.1.1 Base Scope of Services: The Base Scope of Services outlined in Paragraphs B1.1 – B1.6 above will be provided for an hourly not to exceed fee of $73,000 according to the following breakdown: (1) Topo Base Survey $11,800 (2) Final Design $22,000 (3) Tree Removals $4,000 (4) Stormwater & Permits $8,000 (5) Bidding $1,800 (6) Construction Admin $17,000 (7) Construction Staking $8,400 D.1 SCHEDULE: A project schedule will be prepared once the final agreement and contract approved by the Client. It is anticipated that surveying would be completed once leaves have fallen. The quote package and tree removals will need to occur prior to January 2024. The final design process would take approximately 10 to 12 weeks to complete with bidding anticipated in March 2024. Shayla Denaway August 11, 2023 Page 5 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx ACCEPTANCE This letter represents our entire understanding of the project scope. If the City of Hugo is in agreement, the necessary contract documents can be provided and signed. WSB will start work upon receipt of a signed contract. Sincerely, WSB Candace Amberg Jason L. Amberg Project Manager Director of Landscape Architecture