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1996-04-09 Parks and Rec Comm Agenda Packet (2)CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION April 9,1996 6:30 p.m. - City Council Chambers 1. Call to Order 2. Roll Call 3. Approval of February 13, 1996 Minutes 4. Mendota Heights Athletic Association T-Ball Update • Norm Gellerman, Executive Director MHAA • Sue Hanson, MHAA T-Ball Commissioner 5, Bethel Baptist Church Request for Mendakota Field • Pastor Don Delich, Bethel Baptist Church 6, Saint Thomas Request for Tennis Courts 7, Dakota County Annual Information Sharing Meeting 8, Fort Snelling State Park Advisory Committee Update • Chris Esser, Recreation Programmer 9, North Urban Regional Trail 10. Architect for Wentworth Park Shelter 11. Funding Source for Replacement of Five Park Bridges in 1995 12. Updates • Dakota County Parks and Recreation Council Committee meeting • Proposal for Partnership - Mississippi River Coordinating Commission • Parks Report • Police Report • Mendakota Lights Task Force 13, Adjourn Auxiliary aids for disabled persons are available upon request at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 4524850 with requests. CITY OF MENDOTA HEIGHTS 551L4uL� April 5, 1996 T0: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager A/ 0 SUBJECT: Architect for Wentworth Park Shelter HISTORY At the March meeting, the Commission requested staff to approach Station 19 Architects to request a proposal to prepare drawings for a park shelter similar in design to the Kensington Park shelters but longer. The existing shelter is 16' x 16' and the Commission was interested in a shelter in the 16' x 24' range. I contacted Station 19 and related the Commission's request and asked for a rough estimate for their architectural services. They responded with a quote of $2,500 to $3,000 to prepare a set of plans for bidding purposes. This did not include any conceptual drawings or presentations to the Commission. Station 19 fees for Kensington Park shelters (2) and the comfort station were 58,500 for approximately 575,000 construction costs. Each shelter cost between $11,000 and $11,500 to build. Fees for the Mendakota Comfort station, kiosk, and picnic shelter building 1991 totaled 59,500 for construction costs of $115,000. The Commission discussed spending 515,000 for the picnic shelter in this park. Increasing the size of the shelter from 16' x 16' to 16' x 24' is a one-third increase in size. An increase of one-third in construction costs would mean that the 16' x 24' shelter would cost between $15,000 and $16,000 to construct. Architectural fees of $2,500 to $3,000 would put the final cots in excess of $18,000. Discuss the architectural fee amount and determine next step. Options are: 1. Request Council to seek Request for Proposals from several architectural firms. 2. Recommend to Council to hire Station 19. 3. Consider a "kit" type shelter larger than 16' x 16'. 4. Use existing plans from Kensington Park shelters and obtain a "release" form Station 19 to use same design drawings and specifications. GDK:kkb CITY OF MENDOTA HEIGHTS MEMO April 5, 1996 TO: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager A SUBJECT: Funding Source for Five Park Bridges in 1995 At the March 19 meeting, Council approved the use of unused contingency funds from the 1995 City Budget for funding all work completed in 1995 on this project which totaled $31,678.38. The remaining work, replacement and restoration of bituminous trails will be paid out of the Special Park Fund in 1996 following completion of the work. This is currently estimated to be $4,940. GDK:kkb CITY OF MENDOTA HEIGHTS MEMO March 14, 1996 TO: Mayor, City Council and Interim Ci A"dmi ator FROM: Guy Kullander, Parks Project Manager 7/1 SUBJECT: Funding Source for Replacement of Bridges in Valley, Rogers and Wentworth Parks In September of 1995, staff requested Council to authorize purchase orders for the replacement of deteriorated wooden bridges in three parks. Funds were requested from the Special Park Fund. Council questioned staff about the appropriateness of using Special Park Fund monies rather than General Tax Revenue for maintenance work items. Staff informed Council that the Commission had requested this work be funded from General Tax revenues. The adopted budges for 1994 and 1995 indicated that the Special Park Fund would finance the bridge replacements. Council authorized the project to go ahead and directed staff to investigate the use of excess General Fund monies that may be available to pay for this project and to report back to Council at a later date for determination of a funding source for this project. 1. The Special Park Fund has a current balance of $463,000. 2. A review of the 1995 Budget by Treasurer Shaughnessy indicates that little of the legal and abatement contingency was spent during the year, and that if the Council wishes they could pay for the bridge repair from that source. The Council has already appropriated $25,000 from 1995 for the Equipment Reserve. Treasurer Shaughnessy recommends that funding for the bridge replacement work to date ($31,678.38), can be taken from the General Fund Contingency and the remainder of the work (replacement of bituminous pathways at the five work sites) required to finish the project should be funded from the Special Park Fund. If Council concurs with the above recommendation, amotion should be passed authorizing the funding for the bridge replacement work to be taken from the General Fund Contingency and to designate approximately $4,940 from the Special Park Fund to complete the project. GDK/LES:kkb Attachments: 1. Project cost estimate and expenditure 2. Funding request memo from September 1, 1993 PARK BRIDGE REPLACEMENT PROJECT 1. Rogers Lake Park Replace wooden bridge with 24" CMP culvert. Restore trail 2. Valley Park Replace wooden bridge with pre- frabricated steel bridge 4'x35' 3. Wentwork Park- North- Replace wooden bridge with pre- fabricated steel bridge 8'x30' South- Replace wooden bridge with 24" CMP culvert. Restore trail. East- Replace wwoden bridge with 24" CMP culvert. Restore trail PROJECT BUDGET: $ 35,000 Work Item Estimate Actual Fabricate bridges $ 14,202.84 $ 14,681.90 Concrete footings 6,000 5,879.50 Crane service 4,500 2,400 Tree Service 0 133.13 Mics. materials 0 138.85 Bridge removal and culverts 71000 81445 $ 31,702.84 $ 31,678.38 Note: All above work items were completed and paid for in 1995 Work Remaining Restoration of the eight foot bituminous trail at all five work sites will be bid and awarded in spring of this year. Estimated cost is $ 4,940. Estimate of final project cost is $ 36,500.00 Note: Original estimate of $35,000 did not include work at Rogers Lake Park. The condition of this bridge made it necessary to remove it now rather than attempt to repair and remove in two or three years. This added $3,540 to the total project cost. The above information was compiled by Guy Kullander (March, 1995) TO: Mayor, City Council and City Administrator FROM: Guy Kullander, Parks Project Manager 0 1 /� :) . . , September 1, 1995 MIV�AWOT TO The Parks and Recreation Commission determined that the bridges should be replaced with steel bridges and in certain locations with culverts. The total budget to correct four bridges (one in Valley and three in Wentworth) was $35,000 which would come from the Special Park Fund. m ;tentworttt Pa s The budget $35,000 would have to be increased approximately - $10,500 if three -bridges are purchased. The plan to be described replaces the third bridge • .•., with . culvert. I Bids were received in late 1994 to replace only the Valley Pazk Bridge which I had estimated to cost $10,000. The bids ranged from $25,000 to $37,000. Repairs were made to the wood bridge by the Parks crew with the intention of rebidding the job in 1995. This summer the Park I Recreation Commission and determined that it would be replaced with a culvert when the • ••• bridge became unrepairable, ' n • :1• a t:� The Rogers Lake bridge brings the total to five wood bridges that must be replaced. � - - With a budget of $35,000 this can only be done•if two are replaced with steel bridges and the other three by culverts. I have received reliable bids and quotes for the various operations required to do this project. The City will act as General Contractor and bid the work in five categories. 1. Provide two (2) prefabricated steel bridges $14,202.84 2. Crane service to unload and place bridges 42500400 3. Concrete firm to prepare concrete footings 61000000 4. Excavator to remove three bridges, install culverts, backfill and prep for trail 71000900 5. Asphalt contractor to restore 8 foot trails 32500000 $35,202.84 City crews will remove and dispose of old bridges and provide and restore each site. I recommend that City Council approve the bridge replacement plan as outlined above and accept the bid from Continental Bridge for two steel prefabricated bridges. It will take eight weeks for fabrication and delivery. During this time firm bids will be accepted for the remaining portions of the plan. Culverts will be installed at three locations as soon as bids are approved. If Council so desires to proceed with the bridge replacement plan as detailed above they should direct staff to issue a purchase order in the amount of $14,202.84 to Continental Bridge for the fabrication and delivery of two streel pedestrian and light vehicle bridges and further direct staff to seek firm bids for the remaining portions of the work.