City Council Minutes 08-11-2014 Special (BCOL)MINUTES
SPECIAL MEETING — MONTICELLO CITY COUNCIL
Monday, August 11, 2014 — 5:15 p.m.
Bridge Room, Monticello Community Center
Present: Clint Herbst, Lloyd Hilgart, Tom Perrault, Glen Posusta, Brian Stumpf
Absent: None
Others: Angela Schumann, Shibani Bisson (WSB), Tom Pawelk
1. Call to Order
Mayor Herbst called the special meeting to order at 5:15 p.m.
Jeff O'Neill explained that the meeting was being held in the Bridge Room to view the
setting as a possible site for meetings for Council, EDA, and Planning Commission.
Council discussed some pros and cons and suggested doing further research on the costs
and possibly meeting with another person to review the acoustics in the Mississippi
Room.
2. Purpose of Meeting: Discuss process for development of Bertram Chain of Lakes
Regional Park Athletic Complex
Angela Schumann introduced the workshop and referred to the handouts provided to
Council. Although there is still a focus on acquisitions, it is necessary to start planning
for the development of the Bertram Chain of Lakes athletic complex.
3. Consideration of authorizing staff to conduct a Request for Qualification (RFQ)
Process seeking planning firms interested in designing the Athletic Field Complex at
Bertram Chain of Lakes Park
Angela Schumann explained that under the grant requirements, the City must construct
the first improvements on the athletic complex with access to the public within three
years of the grant award. This request is to start the planning process with the intent to
provide open play area on the south 20 acres with an access road to the area, as well as
unpaved trail into the larger regional park. The larger master planning process would go
beyond the first phase improvements to include a detailed site - specific environmental
analysis, utility and grading planning, field development costs and phasing, accessibility
compliance, sustainability analysis, and an operations and maintenance framework.
City staff is recommending that Council approve an RFQ process to select a firm that
would be hired to complete a master plan. In this process, the City would solicit
proposals from firms to compare and select one to direct the planning process. Once a
qualified firm is selected, the City would develop a contract and timeline of a detailed
scope of services and cost based on the planning process steps determined by staff. It is
estimated that the cost for the master plan would run from $75,000 to $90,000 for
completion of a plan.
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The primary steps for the planning process include:
• Step 1 — Reaffirm the overall park concept plan: It has been a number of years
since the original concept was laid out. It should be reviewed to determine if this
is still valid and, if needed, make adjustments.
Step 2 — Outline approvals process: The designated firm will need to work with
city, county and other agencies to determine permitting for the project. The
Bertram Chain of Lakes Advisory Council will also be involved in the review.
Approvals would involve the city and county. Angela Schumann noted that a
grading plan will be needed as part of obtaining a conditional use permit from the
County.
• Step 3 — Feasibility & development design: The selected firm will be responsible
for developing a master plan for the first phase, which meets the grant
requirements at the least. The master plan should provide detailed development
planning for the first phase, including site - specific environmental analysis, utility
and grading planning, stormwater management, irrigation, landscaping and
restoration planning, transportation and access improvements, field development
costs and phasing, accessibility compliance, sustainability analysis and other
detailed components identified by the city. In addition, a capital improvement
plan and an outline of operations and maintenance costs will be required as part of
the master plan.
Angela Schumann mentioned that, once the master plan is complete, the City will be in a
position to look at funding of improvements, including naming sponsorships, capital
improvement funding, referendum and bonding, which will be explored as potential
options as part of the planning process.
Clint Herbst inquired whether the RFQ process would provide a cost estimate from each
firm for the project. Angela Schumann stated that an RFQ process would not provide a
specific cost for scope of services, but rather allow for comparison of qualifications and
selection based on merit of these qualifications. After that selection, the City would work
with the selected firm to detail scope and cost.
Angela Schumann noted that Council could either opt to go with the RFQ process or
directly contract with a firm to create the master plan, possibly using a Request for
Proposal (RFP) process. Clint Herbst asked Shibani Bisson to comment. Shibani Bisson
explained that there are a number of items that are not known to staff in regard to
development of a master plan. The advantage of using an RFQ process would be to gain
a better understanding of the design scope and qualifications of firms prior to negotiating
a contract with the selected firm. Clint Herbst suggested that staff identify a cap on the
price if they go through the RFQ process. Glen Posusta suggest it is probably better to
use an RFP and have the firms state the cost they would charge for the plan design.
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Lloyd Hilgart noted that the City could also undertake a process by which RFQs could be
submitted first, with the top three firms from that process then submitting an RFP for
final selection.
BRIAN STUMPF MOVED TO AUTHORIZE STAFF TO PREPARE A REQUEST
FOR PROPOSAL AND BEGIN THE PROCESS FOR SELECTING A FIRM TO
DESIGN A MASTER PLAN FOR THE ATHLETIC COMPLEX DEVELOPMENT.
GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 5 -0.
4. Adjournment
TOM PERRAULT MOVED TO ADJOURN THE SPECIAL MEETING AT 5:52 P.M.
LLOYD HILGART SECONDED THE MOTION. MOTION CARRIED 5 -0.
Recorder: Catherine M. Shuman (4„
Approved: August 24, 2014
Attest:
inistrator
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