City Council Agenda Packet 02-13-2023 SpecialAGENDA
MONTICELLO CITY COUNCIL CLOSED and SPECIAL MEETING
Monday, February 13, 2023 — 5:15 p.m.
Monticello Community Center
Call to Order
5:15 p.m. Parks Needs Assessment Discussion
3. 6:00 p.m. Summer Events Update
4. Adjournment
CITY OF
•
AV Monticeflo
PARKS, ARTS & RECREATION
PAR Updates for City Council:
• Monti Glow Parade Saturday, February 25 from 7-9:30 pm
o New this year: We have a change in route, meet at MCC, left on 3rd to Locust into West
Bridge Park. Moving road closures.
o Food, campfires, and art displays in West Bridge Park.
o New Event added: Cardboard Art Sled Rally in East Bridge Park.
■ For more information go to www.montiarts.com/glow2023
• Egg Dive at MCC Friday, March 31
o New this year: we added a third session.
■ Session #19-10:30 a.m.
■ Session #2 4:30-6 p.m.
■ Session #3 6:30-8 p.m.
• Walk & Roll Saturday, June 10 from 9 a.m. —12 p.m.
o Change in route (not going to West Bridge Park due to construction)
■ Bike Helmets at Park Barn, to Walnut (including Block 35 Lot (partial) then back
to Cow Tag Art Park for Bike Drawing. Must be present to win this year!
■ Now accepting donations of new, unused bikes, skateboards, scooters, or a
$200 monetary donation to purchase bikes, skateboards, and scooters for the
drawing.
• Monticello music on the Mississippi moved to Ellison Park, Sponsored by Liberty Bank
o Three concerts: June 21, July 19 & August 16
■ Jonah and the Whales
■ Shane Martin
■ 70's Magic Sunshine Band
• Riverfest Committee made changes to overall schedule as follows:
o The Riverfest committee unanimously voted (15-0) to shorten the event to 3 days
(Friday through Sunday). While the format of the event is changing, Riverfest will not be
losing any of the events our community knows and loves.
■ The Duck Race will be on Saturday along with Art in the Park at Ellison Park
■ Winners will be announced at street dance Saturday Night (MCC Lot)
■ Sunday during and after the Parade events continue in the MCC West Parking
Lot with music, food and drinks.
• Farmers Market
0 20 Outdoor Markets: Thursdays, May 18 -Sept. 28
o Looking for weekly live music sponsors ($250/week or $5,000/season)
■ Sponsorship allows the sponsor to set up a booth at the market and be
advertised in event marketing including weekly emails, a banner on the
musician's canopy, and on the website.
■ Also looking for Power of Produce Kids Club Sponsors: July 13 -Sept. 28 ($300)
• Sponsorship allows the sponsor to set up a booth at the market and be
advertised in event marketing including weekly emails, the website, and
cooler bags handed out to the kids.
• Movies in the Park
o Pioneer Park: June 2 & August 4
o Looking for sponsors, $700 per movie
■ Sponsorship allows the sponsor to be present at the event and be advertised in
event marketing including advertising on the giant screen before the movie
plays.
• Let's Chalk, September 9-10
o Same location Walnut & 3rd (Block 35 Parking Lot)
o Potentially expand 1 block to include art on 4t" Street.
• YMCA Pool & Splash Park Operations
o MCC Staff to operate public hours (12-6 p.m.) Memorial weekend through Labor Day
• Lion's Brewfest moved to Ellison Park
o Due to downtown roadway improvements and private construction, to ensure public
safety, West Bridge Park is closed to events until further notice. The park is still open,
however reservations of the park will not be allowed this season and have been blocked
off since December 2022.
CITY OF
Monticeno
PARKS, ARTS & RECREATION
Comprehensive Park
Needs Assessment
City of Monticello Parks, Arts Q. Rncrn2+i^n
nrnior+ intAn+o
Project Understanding i
The intent was to partner with the Monticello School District to develop a Comprehensive Park Needs
Assessment for the community. However, through the Steering Committee process, the School
District made the decision to step back from the Comprehensive Parks Needs Assessment and complete
strategic planning for the district. [Superintendent Eric Olson will speak to this]
Moving forward the goal for Parks, Arts & Recreation is to have the necessary information to guide us with
improvements that are in line with the community mutual goals of building on a strong foundation of parks
and recreation assets to ensure a vibrant future for the park system and to enhance the community's overall
quality of life.
Subsequent phases are contingent on the results of the Needs Assessment but are anticipated to include a
Parks, Arts and Recreation Master Plan. In addition, the City of Monticello is interested in a future Park
Dedication & Economic Impact Study.
Project Understanding
Collaborative Efforts =Success:
Incorporate input from
diverse groups
• Government leaders
• PA RCS
• Staff Members
• Citizens
9 Stakeholders
1:
r.
Project Understanding
Guiding Principles: 1�
• Visionary
• Community -Oriented
• Inclusive
• Accessible
• Sustainable
• Connection
• Action -Oriented
• Strategic
• Systems -Based
• Data -Driven
• Transparent
• Accountable
Project Scope & Deliverables
Comprehensive Needs Assessment Tasks:
• Be consistent with and/or advance the goals of local, county, regional, and state plans
• Existing and future demographic analysis.
• Park, pathway, and facilities inventory, including assessment of condition and quality of
assets.
• Park and facility typology classification and identification.
• Pathway jurisdiction and typology identification.
• A recreation demand study utilizing the community's demographic profile to evaluate
current and anticipated levels of service assessment for all facilities, infrastructure, and
programming (indoor and outdoor).
• Cost/Benefit analysis/prioritized action plan
ig
Project Update
Two proposals received:
• WSB
• Bolton & Menk
Proposals Reviewed by the Steering Committee:
• Monticello School Board X 2
• City Council X 2
• Parks, Arts and Recreation Commission (PARC)
• Bertram Chain of Lakes Advisory Council
• Community athletic associations X 2
• Local employers
• MontiArts Community
• Senior Community Representative
• School District Staff
• City Staff
ig
Project Update
Steering Committee Developed Scoring Criteria for proposals based on:
• Project Approach
• Community Engagement
• Experience
• Budget Timeline
Proposal Sroring Findings:
Steering Committee unanimously rated Bolton & Menk's proposal
highest based upon the criteria listed above.
Project Next Steps
Approval to pursue the Comprehensive Park Needs
Assessment as an individual city project.
Based on Steering Committee scoring criteria and the
Parks Arts &Recreation Commission recommendation,
Bolton & Menk provided the best project understanding
and approach.
Direction to move forward with a modified proposal from
Bolton & Menk for an individual city project.
40w
MooLntiiiccflo
City/School
Request for Proposal
Steering Committee Ranking Criteria
SECTION A
PROJECT UNDERSTANDING & APPROACH
BOLTON & MENK
SCORE
WSB & ASSOC.
SCORE
TOTALS
TOTALS
1
A clear and comprehensive strategy for assessing the current facility and
programmatic capacity of both the City of Monticello and the
5
5
5
4
5
4
4
5
5
3
5
4
4
5
5
5
4
4
81
4
5
4
3
5
3
3
3
3
2
4
3
3
2
5
2
3
5
62
Monticello School District's existing resources is outlined.
2
The proposal presents a well-defined process for preparation of a park,
pathway, and facilities inventory, including a detailed assessment of
condition and quality of assets for both the City and the School.
5
5
5
4
5
4
4
5
5
3
5
4
5
5
5
5
4
4
82
3
5
3
4
5
3
3
4
5
3
5
3
4
2
3
2
3
5
65
3
A process for evaluation of future recreation trends and issues is included in
proposal, along with articulated experience evaluating and planning for
4
5
5
4
5
4
5
5
5
4
5
4
4
5
4
5
4
5
82
4
5
3
3
5
3
3
4
4
3
5
3
2
2
4
2
3
5
63
these issues.
4
The proposal conveys a planning process specifically designed to gather and
analyze relevant and useful data and a clear process for the application of
the data in terms of guiding the final report
4
5
5
5
5
4
4
5
5
4
5
4
5
5
5
5
4
5
84
4
5
3
5
5
3
3
1
1
3
4
3
5
2
4
3
3
4
61
recommendations.
5
The proposal articulates a process to deliver the other intended
components outlined in the request for proposal, including those related to
child care capacity/demand, workforce development programming needs,
5
5
5
5
5
4
4
5
5
4
5
4
4
5
4
5
4
5
83
4
5
3
4
5
3
3
2
1
4
0
3
3
3
3
2
4
4
56
and high-speed internet accessibility.
6
A comprehensive approach is detailed to identify potential partnership
opportunities, allowing both organizations to find greater efficiencies in
their individual operations, and prevent unnecessary duplication of services
9
5
10
9
9
6
8
9
8
7
5
4
3
5
9
7
10
10
133
8
10
7
9
9
3
5
2
2
6
4
3
6
5
4
5
7
9
104
or infrastructure as much as possible.
7
The proposal reflects an approach that will yield a plan that is accessible
and practical for application and implementation for future projects.
5
5
5
5
5
4
4
5
5
4
5
5
5
5
5
4
5
5
86
4
5
3
4
5
3
3
3
2
4
5
3
4
2
4
3
2
5
64
8
An approach is taken that ensures the plan will be strategic, pragmatic,
action -oriented and aligned with the 2040 vison, school district and
community goals, leveraging the capacity of both the City of Monticello and
4
5
5
5
5
4
4
5
4
4
5
4
5
5
5
3
5
5
82
4
5
3
4
5
3
3
3
2
3
5
3
3
2
3
3
3
5
62
the Monticello School District as a significant and intended goal of the
project.
9
A clear and well-defined work plan is submitted that is realistic and
identifies specific goals, hours of commitment, strategies and timeline.
5
5
5
5
5
5
4
5
5
4
5
5
5
5
4
5
4
5
86
4
5
1
5
4
3
3
3
3
4
5
2
5
2
5
3
4
4
65
SECTION A SUBTOTAL
146145150
46149
39
41
49
47
37
45
38
40
45
46
44
44
48
799
39
50
30
411481271291
251231321371261351
22135
25
32
46
602
Confidential 2/15/2023 Page 1
(' I I Y {] F
Monti�ello
City/School
Request for Proposal
Steering Committee Ranking Criteria
Confidential 2/15/2023 Page 2
BOLTON & MENK
WSB & ASSOC.
SECTION A COMMENTS
Before any spending/commitments -there needs to be a follow-up with the
Before any spending/commitments -there needs to be a follow-up with the
school to make sure our requirements are axiomatic.
school to make sure our requirements are axiomatic.
Connectivity clearly demonstrated between community needs and data -
Focuses on data w/o clear relationship to community needs &
PROJECT UNDERSTANDING & APPROACH
results for recommendation. Would have liked a bit more ddetail on process
recommendations - School District involvement, understanding is lacking in
for identification of final recommendation.
presence throughout.
Really impressive. The proposal seems to grasp the unique nature of the
IMO - this proposal appears to be comprised by "cut & paste" from their
project.
archives.
This proposal meets & exceeds the criteria of the RFP.
Not sure the proposal reflects how novel Monticello's approach to this
collaboration is.
This company put us on the map & led one of the most desired facilities in
No connection with school/community needs and future recommendations.
the STATE. Geez - what else could they help cconnect for us to guide us.
How can we make sure the school is represented well in this process? -
School District not as well addressed as desired; definitely not 50% of whole
Interview & re-evaluate desireables of RFP.
assessment. Childcare and workforce feel like afterthoughts.
Bolten & Menk process was much more detailed.
Pointes at Cedar - Community believes this is a stalled project or defunded.
Double the hours for only $39,711 more.
Do not see much as it relates to partnerships.
B & M Engagement: 245 hours/1414 total hours.
WSB Engagement: 176 hours/780 total hours.
Bolton & Menk highlighted the relationship and partnership of City & School
more effectively.
Confidential 2/15/2023 Page 2
(' I I Y {] F
Monti�ello
City/School
Request for Proposal
Steering Committee Ranking Criteria
SECTION B
COMMUNITY ENGAGEMENT STRATEGY
BOLTON & MENK
SCORE
WSB & ASSOC.
SCORE
points w/policy makers.
TOTALS
Loved the detail & approach.
TOTALS
1
Community engagement plan includes multiple techniques for engaging the
Missing conversation about others that may use, non -profits, church groups,
may use facilities.
others, etc.
The tasks & deliverables could actually unite our community if we truly
These scores are assuming the optional services will be used.
would like to collaborate.
Bolton & Menk engagement hours: 245 dedicated hours.
Nothing about programming community needs, WSB did not connect to
overall scope.
They have strategies but their deliverables are not robust or encompassing.
Difficult to assess impact of Pointes at Cedar as porject is too early or stalled.
No one representing athletic associations on this committee.
WSB dedicated community engagement: 176 hours.
community stakeholders.
8
5
10
10
10
5
8
10
9
8
10
10
10
10
9
9
9
10
160
6
10
7
7
9
3
7
4
5
6
6
6
8
5
6
5
8
9
117
2
Specific tactics proposed to target industrial/manufacturing workforce
demand study utilizing the profile of the Monticello community to evaluate
programming needs based on current and anticipated levels of industry
5
5
5
3
5
1
3
4
3
4
5
4
5
5
5
3
5
4
74
4
5
2
4
5
3
3
2
1
4
5
3
2
3
5
1
4
5
61
development.
3
A process is identified to work with a diverse group of stakeholders,
including but not limited to, community stakeholders, athletic associations
4
5
5
4
4
5
4
5
54
5
5
4
5
5
4
5
5
83
4
5
3
4
5
3
4
1
1
4
5
3
3
3
3
2
3
4
60
and appointed and elected officials.
SECTION B SUBTOTAL
17
15
20
17
19
11
15,19
17
16
20
19
19
20
19,16
19,191
317
1141201
12
15
19
9
1 14
7
1 7
14
16
12
13
11
14
8
15
18
238
Confidential 2/15/2023 Page 3
BOLTON & MENK
WSB & ASSOC.
SECTION B COMMENTS
Clear integration of engagement detailed throughout - excellent use of touch
Weaker on linkages to community needs and trends, not just data.
points w/policy makers.
COMMUNITY ENGAGEMENT STRATEGY
Loved the detail & approach.
These scores are assuming the optional services will be used.
Missing converation w/groups like non-profits/church groups/others that
Missing conversation about others that may use, non -profits, church groups,
may use facilities.
others, etc.
The tasks & deliverables could actually unite our community if we truly
These scores are assuming the optional services will be used.
would like to collaborate.
Bolton & Menk engagement hours: 245 dedicated hours.
Nothing about programming community needs, WSB did not connect to
overall scope.
They have strategies but their deliverables are not robust or encompassing.
Difficult to assess impact of Pointes at Cedar as porject is too early or stalled.
No one representing athletic associations on this committee.
WSB dedicated community engagement: 176 hours.
Confidential 2/15/2023 Page 3
C_' I I Ir' (_) F
M�
tice
City/School
Request for Proposal
Steering Committee Ranking Criteria
SECTION C
EXPERIENCE
BOLTON & MENK
SCORE
TOTALS
WSB & ASSOC.
SCORE
TOTALS
1
Project team has experience creating innovative, accessible, and engaging
Bertram, 2040 w/New Brighton.
National partner will add needed/useful perspective.
Similar project but nothing like city/school plan.
The deliverables on pg. 6 really shows me that they will be able to go where
I do know they have expertis, I just didn't always feel the desire to want this
we need & bring voice to the community.
project.
882 Athletic Complex.
WSB only has one recreation master plan for reference.
B & M listed 5 national recreation master plans they worked on.
park master plans.
Project team has experience creating strategic, phased implementation
8
15
10
10
10
8
7
10
10
8
10
10
10
10
9
8
10
10
173
7
10
10
10
10
12
7
5
6
7
7
8
8
9
8
5
10
10
149
plans that includes realistic strategies and tactics.
Project team has the comprehensive skills, capacity and technological
resources needed to complete the project.
SECTION C SUBTOTAL
8
1151101107
10
8
7
1101101
8
10110110110
9
L8
L10
10
1 173
17
1101101101101121
7
1 5
1 6
1 7
1 7
1 8
1 8
1 9
1 8
5
10
10
149
Confidential 2/15/2023 Page 4
BOLTON & MENK
WSB & ASSOC.
SECTION C COMMENTS
National experience.
Not enough direct project experience on this type of project.
EXPERIENCE
Great reference projects.
Bertram, 2040 w/New Brighton.
National partner will add needed/useful perspective.
Similar project but nothing like city/school plan.
The deliverables on pg. 6 really shows me that they will be able to go where
I do know they have expertis, I just didn't always feel the desire to want this
we need & bring voice to the community.
project.
882 Athletic Complex.
WSB only has one recreation master plan for reference.
B & M listed 5 national recreation master plans they worked on.
Confidential 2/15/2023 Page 4
C_' I I Ir' (_) F
M�
tice
City/School
Request for Proposal
Steering Committee Ranking Criteria
TOTAL COMBINED SCORE BOLTON & MENK 1604 WSB & ASSOC. 1263
Confidential 2/15/2023 Page 5
BOLTON & MENK
WSB & ASSOC.
SCORE
$137,350 (974 hrs).
SCORE
SECTION D
BUDGET & TIMELINE
BOLTON & MENK
BUDGET &TIMELINE
WSB & ASSOC.
Felt if anything was "missing" that we woulud want it would cost exra, there
TOTALS
There wasn't an optional cost itme, but probably because they covered all
TOTALS
1
Proposed budget is reasonable and reflective of project needs.
7
15
9
10
10
8
7
10
9
8
10
8
8
8
9
10
8
9
163
8
8
7
8
9
10
7
5
5
7
5
8
8
10
7
7
6
10
135
2
Costs are appropriately connected to services received (e.g., higher costs =
4
5
5
5
5
3
4
5
5
4
5
4
5
5
5
5
5
5
84
4
4
5
5
5
5
4
2
1
4
7
3
5
5
5
4
5
4
77
increased expectations.
3
Consider hidden costs or additional costs that could be associated with
items missing from the proposal.
4
4
5
4
3
3
4
4
3
5
4
4
4
5
3
4
5
68
4
4
4
4
4
4
3
2
2
3
4
3
4
4
3
3
4
3
62
SECTION D SUBTOTAL
15
20
18
20
19
14
14
19
18
15
20
16
17
17
19
18
17
19
315
16
16
16
17
18
19
14
9
8
14
16
14
1719
15
14
15
17
274
TOTAL COMBINED SCORE BOLTON & MENK 1604 WSB & ASSOC. 1263
Confidential 2/15/2023 Page 5
BOLTON & MENK
WSB & ASSOC.
SECTION D COMMENTS
$137,350 (974 hrs).
Missing key components or "optional".
Budget may be higher, but values & realistic identification of project tasks to
$105,477 (780 hrs).
BUDGET &TIMELINE
deliver intended outc ome is provided.
Felt if anything was "missing" that we woulud want it would cost exra, there
There wasn't an optional cost itme, but probably because they covered all
was no Not to Exceed, etc.
the bases. The hours seemed more in line with the project's scope/needs.
Listed in budget the phrase "Not to Exceed" - this was appreciated.
Insufficient to provide adequate results consistent with RFP. Misses goals at
several levels. Firm has capability, but this RFP is a miss.
IMO meets expectations of RFP.
Time allotted to prep/management seemed low.
While I think this project is critical to a community, it is important to have
Contracted services and components not represented.
clarification/expectation meeting with those we enter contracts with.
Hidden costs not well addressed.
While this program or company's approach to the RFP process is cheaper, I
don't think the deliverables are as clear or reasonable.
Bolten & Menk has double the hours for only $39,711 more. B & M also
Hidden costs not well addressed, bet some expansion in budget. Wonder if
included a "Not to Exceed" fee.
project was intentionally underbid to leave room for expansion/hidden costs
after the fact?
WSB has "additional options" that would be an ordered fee.
TOTAL COMBINED SCORE BOLTON & MENK 1604 WSB & ASSOC. 1263
Confidential 2/15/2023 Page 5
MonCITYticello
CONTRIBUTION/DONATION FORM
The City of Monticello is generally authorized to accept gifts, donations and contributions of money or real and
personal property according to Minnesota Statutes Sections 465.03 and 465.04. Contributions must be for the
benefit of its citizens, and the City is specifically authorized to use the contribution for the benefit of its citizens in
accordance with the terms prescribed by the donor. Contributions are intended to aid the City in establishing
facilities, operations, events, or programs within the City's jurisdiction either alone or in cooperation with others,
as allowed by law. Said gifts may be limited under provisions of MN Statutes Section 471.895. The law requires
that all gifts, donations, and contributions be approved by a two-thirds vote of the City Council. Any contributions
received will be presented to Council for approval. The gift, contribution or donation will not be applied for its
intended purpose until such time as approval is given.
Individual or Organization Name:
Address:
Phone/Email:
Contact Name (if applicable):
Type of Donation: Cash/Check $:
Other:
Value $:
(Attach Verification*)
Purpose of Contribution:
Contribution to Benefit: City Department:
Organization:
Event:
Other:
Signature: Date:
*Verification may include receipts, statement of value, or terms and conditions of contribution.
www.ci.monticello.mn.us