HomeMy WebLinkAbout2015-05-20 PRC Packet
AGENDA
CITY OF MAPLEWOOD
PARKSAND RECREATION COMMISSIONMEETING
Wednesday,May 20,2015
7:00pmMeeting
Council Chambers -Maplewood City Hall
1830 County Road B East
1.Call to Order
2.Roll Call
3.Approval of Agenda
4.Approval of Minutes
a.April15, 2015
5.Visitor Presentations
6.Unfinished Business
a.Safe Routes To School
7.New Business
a.Summer Playground Project
b.Joy Park Project
c.Reciprocal Easement Agreement at Maplewood Heights
8.Staff Presentations
a.
9.Commissioner Comments
(9:00p.m.)
10.Adjourn –
MINUTES
4a
MAPLEWOOD PARKS AND RECREATION COMMISSION
7:00p.m., Wednesday,April 15, 2015
Council Chambers, City Hall
1.CALL TO ORDER
A meeting of the Parks and Recreation Commission was held in the City Hall Council
Chambers and called to order by Chair Malletat 7:00p.m.
2.ROLL CALL
Commissioners
Commissioner Rick Brandon Present
Commissioner Craig Brannon Present
Commissioner RonCockriel Absent
Commissioner Terri Mallet Present
Commissioner Matt Prom Present
Commissioner Kim Schmidt Present
Commissioner Nikki Villavicencio Absent
Commissioner Mike Wilde Present
Student Representative Julie Honsa Present
Draft
Staff
Parks Manager, Jim Taylor Present
3.APPROVAL OF THE AGENDA
CommissionerWildemoved toapprove the agenda.
Seconded by Commissioner Brannon Ayes – All
The motion passed.
4.APPROVAL OF MINUTES
a.March 18, 2015
Commissioner Wildemoved to approve the March 18, 2015Parks and
Recreation Commission minutes.
Seconded by Commissioner Brannon Ayes – All
The motion passed.
5.VISTOR PRESENTATIONS
a.
Wednesday, April 15, 2015
Parks and Recreation Commission Meeting Minutes
4a
6.UNFINISHEDBUSINESS
a.Veteran’s Memorial Park
Parks Manager, Jim Taylor, discussed Veteran’s Memorial Park with the
commission.
Commissioner Brannon moved to continue as previously planned and rename
Goodrich Park as Veteran’s Memorial.
Seconded by Commissioner Wilde Ayes – All
The motion passed.
7.NEW BUSINESS
a.Summer Projects Updates
Parks Manager,Jim Taylor, updated the commission on the summer projects
scheduled for summer 2015.
8.STAFF PRESENTATIONS
a.Spotlight on Parks (Playcrest)
Parks Manager, Jim Taylor, presented Playcrest Park and discussed the needed
Draft
improvements with the commission.
9.COMMISSIONER COMMENTS
10.ADJOURNMENT
Commissioner Prommovedto adjourn the meeting.
Seconded by CommissionerBrannon Ayes – All
The motion passed.
The meeting was adjourned at 7:50PM.
Next meeting is May 20, 2015.
Wednesday, April 15, 2015
Parks and Recreation Commission Meeting Minutes
6a
MEMORANDUM
TO:
Parks and Recreation Commission
FROM:
James Taylor, Parks Manager
DATE:
May 20, 2015
SUBJECT:
Safe Routes to School
Introduction
Final plans and specifications for the Safe Routes to School projectwere advertised for bids. The bid
opening was held at 10:00 a.m. onWednesday, April 15, 2015. The bid was given to Park Construction
at the May 11, 2015meeting of the City Council.
Background
On January 27, 2014 the City Council passed a resolution supporting the 2014 Safe Routes to School
Infrastructure Grant Application. The Public Works andParks and Recreation Departments,along with
one of the City’s consultants, Bolton & Menk, Inc., worked together to prepare and submit a Safe
Routes to School (SRTS) Infrastructure Grant application to MnDOT. The SRTS Infrastructure Grant
included the construction of safety and trail improvements along County Road B from the existing trail
at Birmingham Street (near Weaver Elementary) to Van Dyke Street(near City Hall). Additionally, the
proposal included extending a new sidewalk from the proposed trail at the southeast corner of White
Bear Avenue and County Road B to the existing sidewalk along the east side of White Bear Avenue
south of County Road B.
On April 4, 2014, the City received notification that the City was selected for the SRTS Infrastructure
Grant. On May 12, 2014, the City Council authorized the County Road B Trail and Safety
Improvements, City Project 14-02 to proceed and utilize the services of Bolton and Menk, Inc. as
project engineer.
Discussion
Final plans and specifications for the County Road B Trail and Safety Improvementswere approved
and authorization given to advertise for sealed bids on February 23, 2015.Bids were received, opened
and read on April 15, 2015.
The Engineer’s Estimatefor the construction contractwas $827,284.00. The low bid from Park
Construction Companyof $1,034,945.86 is approximately $207,661.86morethan the engineer’s
estimate.
After the bids were analyzed staff spoke with local agencies to see how recent bid resultshave been
coming in compared to engineer’s estimates. Based on thatfeedback that we learned mostlocal bids
have been averaging about 15% to 20% over estimates. Staff then reviewed the engineer’s estimate
and compared it to MnDOT’s recent average unit prices, and the estimate was prepared properly and
6a
with the most recent data available. However contractors have plenty of available work and can pick
and choose the projects they bid on and increase their margins; which is a shift from past yearswhere
the bidding environmentwas extremely competitive. We are no longer seeing multiple bidders and
lower prices. It is quite the opposite this year.
City staff has been working with its local funding partnersto secure additional funding. Since the time
of bid opening (higher prices) MNDOThas adjustedupwards the contribution of Federal/State monies
from$392,800.00 to $595,444.21to help cover the funding gap in order to move the project forward.
This increase in fundinghasessentially closed thefunding gap.
Budget Impact
The total project budget was approved at theFebruary 23, 2015City Council meeting in the amount of
$1,289,506.00.The following changesto the total project budget are recommended at this time. The
amounts dedicated from each funding source have been adjusted to reflect additional monies received
as well asto better reflect the final improvement plan(shown below). It should be noted that no special
assessments are proposed as part of this project.
The following is a summaryofthe total cost estimate:
TOTAL PROJECT COST ESTIMATE
PROJECT AMOUNT
PROJECT ITEM
TRAIL, SIDEWALK, PEDESTRIAN SAFETY IMPROVEMENTS$954,086
STORM WATER IMPROVEMENTS$161,823
WATER IMPROVEMENTS$17,069
SIGNAL IMPROVEMENTS$364,193
TOTAL ESTIMATED PROJECT COST$1,497,171
The following isa summary of the proposed project funding sources:
ESTIMATED TOTAL PROJECT COST RECOVERY
TOTAL AMOUNT
FUNDING SOURCE
FEDERAL FUNDS (SRTS GRANT)$392,800
MNDOT$202,644
PARK DEVELOPMENT FUND$171,274
ENVIRONMENTAL UTILITY FUND$161,823
W.A.C. FUND$17,069
RAMSEY COUNTY (TRAIL IMPROVEMENTS)$92,367
RAMSEY COUNTY (SIGNAL IMPROVEMENTS)$328,044
STREET LIGHT UTILITY FUND$36,149
RIGHT OF WAY FUND$95,000
TOTAL REVENUES$1,497,171
Recommendations
No recommendation at this time the project has been approved and will begin immediately.
Attachments
None
7a
MEMORANDUM
TO:
Parks and Recreation Commission
FROM:
Jim Taylor, Parks Manager
DATE:
May 20, 2015
SUBJECT:
2015 Summer Playground Replacement Plan
Introduction
In the spring of 2015Parks staff completed a thoroughassessment of our entire playground
system. As a result of this inspection, staff has changed our priority list forplayground
replacement. In addition, staff has identified additional areas that need immediate care.
Background
Parksstaff currentlyhas oneCertified Playground Inspector. In the spring of 2015all of the
City’s playgrounds were inspectedand aplan was developed to address the concerns found.
The following is staff’s proposed replacement plan for 2015:
2015Replacement
PlaycrestPark
Slide and Tunnel Replacement
Wakefield – Corkscrew Slide
In addition to these upgrades, fixes, and replacementsstaff has filled mulch at the following
parks:
1.Wakefield
2.Afton
3.Robinhood
4.Four Season
Discussion
These priorities were made through thorough inspection and based on safety. Sometimes
aesthetically a park looks in bad condition; however,structurally it is still functional. The areas
staff isproposing to replace or fix arebased on safety.
At theMay meeting of the Parks and Recreation commission meeting, Tammy Hayes,
Maplewood Certified Playground Inspector with our Park Maintenance Department, will give an
overview of inspection program process.
Recommendation
7a
Staff recommends that the Parks and Recreation Commission givea motion of support for the
2015Summer Playground Replacement Plan.
Attachments
None
7b
MEMORANDUM
TO:
Parks and Recreation Commission
FROM:
Jim Taylor, Parks Manager
DATE:
May 20, 2015
SUBJECT:
Joy Park Project
Introduction
At the April meeting of the Parks and Recreation Commission staff spoke about our 2015 Joy
Park Project. Since that meeting staff has began the process of selecting an artist team to work
with.
Background
In early 2015 staff, along with Forecast Public Artconsultants, havesolicited local artists for the
installation of a picnic shelter and play environment at Joy Park. The criteria for this these
artists were as follows:
The artist-designed play area and picnic shelter project criteria include:
Welcoming, iconic, creative, playful, and memorable
Conveys artistic excellence that celebrates the history and lands
Accessible to children and adults of all ages and abilities
Cape of the surrounding area, and has a broad, timeless appeal appropriate to the
public setting
Any use of playground equipment must meet all US Consumer Product Safety
Commission requirements
Durable, safe, weather resistant, and low maintenance
Discussion
The artist selection committee consistedof City staff and Parks and Recreation Commissioner
Prom. A meetingwas held in early April and tenqualified artistswere reviewed. At this
meeting, the committee narrowed the field from ten artists down to four. On May 13, 2015, the
committeeinterviewed the final four artists.A final decision has been made and we have begun
the process to initiate acontract with this artist team.
The budget for this project is addressed in the CIP and is around $175,000 paid for out of the
Park Development Fund. Staff will be bringing this project to the City Council in June.
Recommendation
Staff recommends a motion of support for the Joy Park Project. The Commission will have the
ability to weigh on this project as it progresses.
7b
Attachments
None
7c
MEMORANDUM
TO:
Parks and Recreation Commission
FROM:
Jim Taylor, Parks Manager
DATE:
May 20, 2015
SUBJECT:
Reciprocal Easement Agreement at Maplewood Heights
Introduction
Dan Regan, of Launch Properties is requesting a reciprocal easement agreement with the City
of Maplewood at Maplewood Heights Park. This is the same agreement approved by the Parks
and Recreation Commission in 2011. This agreement would be for shared parking and is
related to a proposed 14,000 square foot medical buildingthat will be a Prairie Care Facility on
the vacant lot adjacent to the park. As part of the proposal, Mr. Regan is negotiating with City
staff to share parking facilities and to utilize some of the park land for the parking lot.
Discussion
Currently, the park has an existing parking lot that is 4600 square feet in size and has ten
parking stalls. The proposed new joint use lot would have 7500 square feet and 21 stalls on
park property. To complete the proposed parking area the current trail will need to be relocated
to the east side of the lot. This relocation will actually better suit our patrons with direct access
from the sidewalk on Beam. As part of the proposed agreement, the City will receive a full PAC
contribution for the project, site improvements related to the parking area, andexclusive use of
fourparking stalls in the new proposed lot. In addition for the use of the easement, we the City
will be receiving an additional $20,000 PAC contribution. The developer will also be responsible
for dealing with the year round maintenance of the parking lot resulting in a cost savings to the
City.
The only change to the 2011 agreement is the additional $20,000 PAC contribution. Originally
this contribution was going to be for the resurfacing of the tennis and basketball courts on the
site. This project has been completed since 2011. Staff is proposing using the additional PAC
contribution to explore the replacement of the picnic shelter at the Park.
Recommendation
Staff recommends that the City enter into a Reciprocal Easement Agreement with Launch
Properties at Maplewood Heights Park for the use of 7500 square feet of park land for a shared
parking lot. For allowing this easement, the City will receive a full PAC contribution for the
development, improvements around the parking lot, 4 exclusive use spots for park patrons, and
an additional $20,000 payment into the PAC account. In addition,the developer has agreed to
provide year round maintenance of the proposed parking lot and allow the City access to all of
the additional parking stalls.
7c
Attachments
1.Beam Project Review Form
3
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