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Parks Commission Agenda Packet 02-19-1992 . . . AGENDA REGULAR MEETING - MONTICELLO PARKS COMMISSION Wednesday, February 19, 1992 - 7:00 p.m. Members: Fran Fair, Dick Frie, Bruce Thielen, Larry Nolan, Roger Carlson . "':) Call to order. lu~b~P t <.. f<Li uv'\(),.'^ I. (" l ~G Adopt agenda. OtL I 't" ~ 't: r considerat~of approving minutes of the special meet.' held January 8, 1992, the special meeting held January 21~9l992, and the regular meeting held February 5, 1992. 1. 2. 3. Consideration of recommending postponement aquatic center study and recommend opening of dialogue betwee local units of government with the goal of defining commu ity recreation needs and defining cooperative strategies for meeting needs. 4. 5. Consideration of recommending installatio lighting. (Roger Mack report) 6. Adjourn. -) . { 0 (~ ; "-0- t t+-I; l ~ ~6. tec:5t of ballfield L..IJ I 87 {J&IIO"" ....c...S flrr.." J41051c.{'', < ~ 'I , 1'1 . ~ , ~ MONTICELLO 250 East Broadway P. o. Box 1147 Monticello, MN 55362-9245 Phone: (612) 295~2711 Metro: (612) 333~5739 Fax: (612) 295~4404 MEMO FROM: Parks Commission Jeff O'Neill, Assistant Administrator ~.~. February 14, 1992 TO: DATE: RE: Regular meeting of Monticello Parks Commission rescheduled from Wednesday, February 19, to Thursday, February 20 . The regular meeting of the Monticello Parks Commission has been rescheduled from Wednesday, February 19, to Thursday, February 20. The meeting has been rescheduled because most of the firms that submitted a water aquatic study proposal will not be able to be interviewed on Wednesday because the City of Golden Valley is conducting a similar interview process on that same day. It is, therefore, proposed that we move our regular meeting back one day. I plan on following this notice with a complete agenda packet to be delivered to you on Tuesday or Wednesday of next week. If you should have any questions, please give me a call. . . . . MINUTES SPECIAL MEETING - MONTICELLO PARKS COMMISSION Wednesday, January 8, 1992 - 7:00 p.m. Members Present: Fran Fair, Bruce Thielen, Larry Nolan, Dick Frie, Roger Carlson Members Absent: None 3. Consideration of minutes of the regular meeting held November 20, 1991. A motion was made by Fran Fair and seconded by Roger Carlson to approve the minutes of the regular meeting held November 20, 1991. Motion carried unanimously. 4. Consideration of minutes of the special meeting held December 4, 1991. A motion was made by Fran Fair and seconded by Larry Nolan to approve the minutes of the special meeting held December 4, 1991. Motion carried unanimously. 5. Consideration of requesting Ci tv Council authorization. to conduct aquatic center feasibility study. Tom Schaffer and Richard Greenlee and Steve reviewed a refined plan for development of an aquatic center. Assistant Administrator 0' Neill asked how many people the facility could serve at one time. Greenlee noted that 400 people could use the site at anyone time with sufficient parking for one car for every four people, which is the standard ratio of parking per user. O'Neill asked how the size of this facility compares to other facilities. Greenlee noted that the pool proposed has half the water surface of the New Hope pool. O'Neill asked why the cost of this facility at $1.5 million is similar to Winona when Winona developed a pool at least 30% larger than the pool that is proposed. Greenlee noted that the cost shown in the concept plan does compare with Winona on a cost basis, as a portion of the Winona pool development cost was not reported. At this point in the meeting, the amenities associated with the concept plan were reviewed. It was the consensus of the Parks Commission to include all of these items in the information submitted to Council. Parks Commission asked if operating costs can be covered fully by operating revenues. Richard Greenlee noted that past experience has been with other communities that operating Page 1 . . . Special Parks Commission Minutes - 1/8/92 costs can be covered by revenue if the facility is properly designed to meet the demand. If the water park facility does not have the amenities it needs to attract people, it might fail to generate revenue sufficient to offset operating costs. Greenlee noted that one goal of the feasibility study would be to show how much revenue can be created given the market demand in this area. Attached and included with the minutes is a report submitted by City staff to the City Council which summarizes information obtained at the Parks Commission meeting regarding the concept plan and associated feasibility study. After discussion, a motion was made by Fran Fair and seconded by Brad ~le to adjourn. Motion carried unanimously. ~l""'iQ 1\.c.".1....... 1(-<1;( ~-, ~ Jef1"Jri, Neill Assistant Administrator Page 2 ~- . Council Agenda 1/13/92 8. Consideration of authorizing preparation of aquatic center feasibili ty study and consider establishment of Aquatic Center Development Task Force. (J.O.) A. REFERENCE AND BACKGROUND: The Parks Commission is recommending that the City Council authorize preparation of an aquatic center feasibility study and consider establishing a task force charged with providing input during the feasibility study process. The following report summarizes preliminary information gathered by the Parks Commission and is the basis for the Parks Commission recommendation that the City study the issue further via a formal feasibility study. This report includes information regarding the need for the aquatic center, potential design, construction schedule, and cost information. AQUATIC CENTER NEEDS ASSESSMENT . A number of factors motivated the Parks Commission to investigate the possibility of developing an aquatic center. These factors, as follows, seem to indicate that the need for such a facility needs to be investigated further. 1. As you recall, a few months ago Patricia Bogart requested that the City develop a wading pool. She noted that wading pools in other communities get a lot of use, and the need for this type of facility is evident. In response to Bogart's idea, the City Council directed the Parks Commission to review the concept and report back to Council. The Parks Commission reviewed the concept of developing a wading pool for toddlers and concluded that it does not make sense to study development of a wading pool without first reviewing the potential development of an "aquatic center" that would serve all ages. 2. In addition to the specific request made by Pat Bogart, a number of other factors seem to indicate that the majority of the citizens would like to see the City develop an aquatic center. For instance, the citizen survey conducted in 1988 showed that 56% of the Monticello residents indicated that they supported development of a pool (now more commonly referred to as an aquatic center). In addition, members of the Parks Commission and Council have been contacted individually from time to time by citizens that have expressed an interest in city development of a municipal pool. . 11 . Council Agenda - 1/13/92 3. It has been shown by other communi ties that a(]natic centers are tourist attractions that draw people from areas outside the city. Bringing people to town that would not have otherwise visited could result in spin-off benefit to some retail and commercial business. PRELIMINARY DESIGN (See Attached Schematic) The Parks Commission has been aided in development uf the preliminary concept plan by Richard Greenlee of Indeco und Tom Schaffer of Associated Pool Builders. These two individuals have worked cooperatively on municipal pool projects in the past and volunteered to assist the Parks Commission wi "Lh plan development. Their assistance has enabled the Parks Commission to develop relatively detailed information for your review at no cost. Both have become involved in the project as a strategy to improve their chances of becoming formally involved in the project and compensated accordingly. Please note that although their assistance is greatly appreciated, the City is not obligated to award the job of preparing the feasibility study or spec's to either one or both of these individuals. . The concept plan attached results from considerable discussion conducted at the Parks Commission level and is a concept plan only. It is the purpose of the feasibility study to review the ideas and concepts in great detail and develop a refined aquatic center plan. This concept plan was prepared for the purpose of providing the City Council with an idea of what kind of amenities could be included in an aquatic center at what cost. It becomes a starting point for discussion only. GENERAL SITE INFORMATION The concept plan prepared requires approximately three acres of land. The aquatic center pool capacity is 400 people. Included in the three-acre site is sufficient room for a 100- stall parking lot. The design of this facility is patterned after facilities recently installed in other communities in the state of Minnesota and is roughly sized to match the projected demand created by a community with a population of 5,000 to IO,OOO. Again, further analysis of the demand for this facility is necessary via the feasibility study, and it is very possible that the size and configuration of this concept plan could change significantly as a result of the feasibility study. . 12 . Council Agenda - 1/13/92 "AQUATIC CENTER" VERSUS A "POOL" An aquatic center is different in concept than a municipal pool in that it includes many amenities in addition to the basic swimming pool. The added amenities are included to make the facility attractive for use by people of all ages and thereby maximize facility usage. Following is a preliminary list of aquatic center amenities that might be included in the aquatic center. Wet Sand Area The concept plan includes development of a wet sand area used primarily for toddlers and young children which consists of a small wading pool with a sand bottom. The water in the wet sand area is filtered and is cycled through a small fountain in the sand area. The wet sand area is designed to provide a place where children can do all the things that they would be able to do on a sandy beach. There is room for 35 to 40 children to play in the wet sand area at anyone time. . Zero Depth Wadinq Area The concept plan shows an area where a toddler or a handicapped person can enter the water at zero depth with the depth slowly increasing as the individual moves away from the edge of the pool. Dump Slides For the older children, two "dump slides" are shown which are covered slides, the top of which stand ten feet above the water surface. Water Slide/Flume The concept plan shows a 30-foot high water slide featuring a number of curves. This type of slide is very popular and creates a significant amount of user demand and associated revenue. Sand Volleyball Court The concept plan shows a volleyball court area adjacent to the pool which would be used only by those using the aquatic center. An outside shower would be installed that would wash sand off of people using the volleyball . 13 . Council Agenda - 1/13/92 court prior to entering the aquatic center. This is a very popular feature in other aquatic center facilities and tends to attract older children and young adults. Walk-in Steps/Hydrotherapy/Water Aerobics The concept plan also shows an area that includes walk-in steps to the pool. Along side the walk-in steps imbedded in the pool wall are water jets that can be used for hydrotherapy. In addition to this feature, there is an area that is well suited for water aerobics. These features will tend to attract older adults. Other Features . Other features worth mentioning that could be developed with this aquatic center include sun decks, shade decks with large umbrellas providing a place for parents to sit out of the sun, six swimming lap lanes 25 yds 7 ft wide, a concession area that includes year-round picnic tables, bathhouse facilities, and lifeguard rooms. Finally, no diving board is proposed with this aquatic center, as it has been found that diving boards add significantly to insurance costs. LOCATION A major purpose of the feasibility study is to determine where the best location would be for the aquatic center. There are a number of potential locations scattered throughout the community, including the 4th Street Park, Outlot A of Country Club Manor, Outlot A of Meadow Oak, the vacant property across from the Legion Club, and others. Proper site selection is very important and must consider such things as impact on the neighborhood, proximity to collector roads, visibility, and acquisition cost. Again, these issues will be studied as part of the feasibility study. COST IMPLICATIONS/FINANCING The cost to construct the items noted in the concept plan is estimated at $1.5 million. This cost does not include potential additional cost to acquire land. It is proposed by the Parks Commission that the project be financed via bond issue, which would require a referendum. At this time, the preliminary schedule calls for the referendum to occur probably in April or May of this year. . 14 . Council Agenda - 1/13/92 PROJECT IMPACT ON CURRENT CITY DEBT Attached in the supporting data is a graph which reveals the aquatic center debt impact on the existing current City debt. This chart assumes that the $1.5 million debt is financed over 15 years at 6%. This results in an annual debt service of $150,000. As you will note on the graph, debt service on projects already completed prior to 1992 is dropping significantly due to completion of debt repayment associated with projects completed in the late 1970's. Adding the aquatic center debt to the existing debt will result in a reduction in the pace of the overall debt retirement. Therefore, development of this facility will not result in an increase in the City debt service and will not result in an increase in taxes. Again, what it does result in is less of a decrease. According to Rick, for a $70,000 home, in 1993 a taxpayer could expect a $21 decrease in taxes due to debt retirement. If the bond issue passes, the decrease is reduced to $14 for a $70,000 home. In terms of the City debt service portion of the property tax, it appears that the timing is right from a financial standpoint for developing this project. . According to Richard Greenlee, experience has shown that in other municipalities, the revenue derived from aquatic center operation is not sufficient to retire the debt associated with constructing the facility. Therefore, it should be made clear up front that the cost to develop the structure will be borne entirely by the taxpayers and will not be recovered through user fees. MAINTENANCE AND OPERATION COSTS It has also been demonstrated in other communities that the revenue derived from user fees can be sufficient to offset the cost of operating the facility. One of the major purposes of the feasibility study will be to locate and size the facility to match the expected demand, thereby making it an efficient operation which generates revenue equal to costs. In other communities, it appears that the average cost to operate this type of facility is $1 per square foot. The concept plan you have shows 64,000 sq ft, which results in a $64,000 per year annual maintenance and operation cost. This cost will be analyzed as part of the feasibility study. . The staffing required to operate the concept plan as shown would require one pool manager that would be working full-time during the swimming season. This person would likely be a school teacher working during the off-school season. 15 . Council Agenda - 1/13/92 It would also be necessary to hire six to eight part-time employees for staffing the lifeguard duties, concession areas, etc. These employees would likely be young adults making minimum wage. Finally, a City employee would need to be trained and licensed to operate the mechanical systems. It is estimated that during the summer months, this employee would need to dedicate 10% to 15% of his time toward pool maintenance activities. According to Roger Mack, this additional work load would not require hiring of additional full-time staff. PRELIMINARY SCHEDULE . The Parks Commission has established a relatively aggressive schedule for completing the aquatic center. Again, the schedule will be a subject of the feasibility study and may be ref ined as part of the feasibility study process. The preliminary schedule proposes that the feasibility study be initiated immediately with completion to occur in six weeks. It is suggested that a referendum be conducted in April or May of 1992. If the referendum passes, plans and spec's would be prepared which will take 60 days, followed by a 30-day bidding period. The hope would be to break ground in August of 1992, with the qrand openinq to occur on Memorial Day, 1993. Under this schedule, the City has the added cost of conducting a referendum ($700) prior to the general election in November of this year. However, this added cost would likely be offset by the savings that the City would likely experience due to better bid prices for a construction project that would start in the fall of 1992 and end in the spring of 1993. FEASIBILITY STUDY EXPECTATIONS As of the writing of this memo, I am working with Indeco in preparing a detailed description of expectations regarding the feasibility study. Following, however, is a general outline of the items that will be covered in the proposed feasibility study. 1- 2 . 3 . 4 . . 5 . 6 . Review existing data and commission interview. Assessment of program needs. Site assessment and recommendations. Preliminary facility design. Operational and construction costs. Conclusions and recommendations. 16 . Council Agenda - 1/13/92 Attached with the supplementary information is a letter from Richard M. Greenlee of Indeco. In his letter, Greenlee outlines general topics to be covered in the feasibility study at a cost not to exceed $10,000. It should be noted that Greenlee and an associate, Tom Schaffer of Associated Pool Builders, met with the Parks Commission on three separate occasions to assist the commission with its planning. An excellent rapport has been established between the commission and Greenlee and Schaffer. It is the view of the Parks Commission that Indeco should be employed to complete the feasibility study without contacting other qualified engineering firms. It is somewhat unusual for the City to select a consulting engineer without opening up the project to other bidders; however, in this case the Parks Commission feels it makes sense because of the excellent rapport between the commission and Richard Greenlee. The commission is convinced that Greenlee has the experience and capabilities to complete the study. The commission does not feel that the $10,000 price tag is excessive, and there is no need, therefore, to obtain quotes from other consultants. . I am in the process of contacting the cities of Golden Valley, Bloomington, Minneapolis, and Edina regarding Greenlee's experience and performance. This information from references will be available at the meeting on Monday. The cost to conduct the feasibility study is not in the 1992 general fund budget. However, reserve funds are available to finance the feasibility study. In the event the project proceeds, the bond proceeds can be used to reimburse the general fund for the cost of the feasibility study. If the referendum fails, the City will have to finance the feasibility study out of the general fund. Attached you will find a rough draft of a detailed description of the feasibility study tasks and objectives. This description will be the basis of a contract with Indeco or will become the basis of the aquatic center RFP depending on Council's decision. B. ALTERNATIVE ACTIONS: . City Council is asked to make three decisions: 1) The first decision is on whether or not to move the matter forward by preparing a feasibility study; 2) If the City Council wants the feasibility study to be prepared, then it needs to decide whether or not to immediately select Indeco (Richard Greenlee) to prepare the report, or should the City prepare a request for proposals form and submit it to other consultants in more 17 . Council Agenda - 1/13/92 of a competitive bidding process; 3) If Council wants to move forward on this matter under #1 or #2 above, then it needs to determine if it would like to establish a task force; and if so, determine what the makeup of the task force should be. The Parks Commission has recommended that the commission be the core of the task force with four additional people placed on the task force, two of which being Council members and two more from the general population. It was suggested that the additional could include a senior citizen such as Ben Smith and possibly a representative from the USA Swim Club. Decision 1: Al t. # 1 : Motion to authorize Richard Greenlee of Indeco to prepare an aquatic center feasibility study at a lump sum cost not to exceed $10,000 subject to preparation of a detailed agreement outlining the scope of the feasibility study. . Under this alternative, City Council agrees that there is sufficient cause to justify further study of development of an aquatic center. This al ternati ve calls for selection of a consultant without contacting other consultants via the request for proposals process. The Parks Commission supports this alternative because of the excellent rapport developed between Greenlee and the commission. The recommendation is made assuming all references are excellent. I am checking those references and will provide a report on Monday. The Parks Commission is confident that Greenlee will do a good job, and there is no need to add cost to the project by undertaking a lengthy consultant selection process. Selecting a consultant in this manner will expedite the process and is perfectly legal; however, it is not consistent with the process normally followed. Alt. #2: Motion to authorize City staff to prepare a request for proposals for an aquatic center feasibility study to be submitted to pool design engineers/ consultants. . Under this alternative, City Council would take the position that a feasibility study should be conducted; however, the consultant conducting the study should be chosen through a standard selection process. 18 . Council Agenda - l/l3/92 Normally, a number of consultants are asked to provide a quote on City projects before the City Council makes its selection. This provides the City with the opportunity to compare costs and capabilities. There is no legal requirement that the City get quotes from other consultants; however, it may be a policy that the Council may wish to keep. Requiring that the City get quotes from other consultants would add time to the process; however, it is not likely that the added time necessary to prepare a refined RFP and obtain quotes would not push the opening date past Memorial Day, 1993. Again, although the assistance provided by Richard Greenlee of Indeco is greatly appreciated, the City is not obligated to hire him because of time he has already spent on the project. He certainly will have an advantage if the City goes out for bids due to the good relationship already established with the Parks Commission. . 3 . Motion to deny authorization to conduct a feasibility study. The City Council could take the position that the Parks Commission has not sufficiently demonstrated the need to consider development of an aquatic center. It could be argued that the tax increases associated with recent county and school bond issues are such that despite the fact that City debt is decreasing, overall debt is increasing; therefore, added cost to the taxpayer is not proper at this time. In addition, despite the fact that the overall City debt is decreasing, there are numerous projects as outlined in the supplemental data in the draft 5-year capital improvement plan that will be developed in the next few years. Council may take the position that many of these projects may take precedence over aquatic center development. The financial resources needed to conduct future projects should be preserved; therefore, development of the aquatic center should be discouraged. Decision 2: . If the City Council desires to move forward at this time under both alternatives #1 and #2, it needs to determine if an aquatic center task force should be established. If so, the membership needs to be established. The Parks Commission 19 . Council Agenda - 1/l3/92 requested that two Council members consider sitting on the task force. Please discuss and identify other individuals that you feel we should contact to serve. C. STAFF RECOMMENDATION: Ci ty staff recommends that Council order preparation of a feasibili ty study because it is our view that there is sufficient evidence to suggest that an aquatic center is needed and desired by the citizens of Monticello. Furthermore, the timing of this project is good relative to upcoming reductions in City debt levels. Staff is concerned, however, about awarding the feasibility study directly to Indeco without first obtaining quotes from other consultants. There may be another firm available that will do the same work at a lesser price, and there may be a firm that has better qualifications. Furthermore, the delay created by obtaining quotes will not substantially impact the project time line. D. SUPPORTING DATA: . Aquatic center concept plan; Feasibility study description; Graph showing impact of aquatic center debt on existing debt load; Aquatic center preliminary budget; Letter from Indeco regarding feasibility study cost proposal; 5-year capital plan. . 20 . . . MINUTES SPECIAL MEETING - MONTICELLO PARKS COMMISSION Tuesday, January 21, 1992 - 4:30 p.m. Members Present: Roger Carlson, Fran Fair, Bruce Thielen Staff Present: Jeff O'Neill, Roger Mack 1. Consideration of proposals submitted by various architects outlininq costs and scope of services associated with desiqn of West Bridqe Park warminq house. Roger Mack provided the Parks Commission with a sketch plan showing a refined plan for development of a warming house/ community room and restroom facility to serve East and West Bridge Parks. Mack went on to review the proposals submitted by three firms for preparing detailed plans and specifications for the building. After discussion, a motion was made by Fran Fair and seconded by Bruce Thielen to recommend proceeding with the preparation of plans and specifications based on the sketch plan prepared at an approximate cost of $60,000. Motion carried unanimously. There being no further business, the meeting was adjourned. CJ;fO~ Jeff O'Neill Assistant Administrator . . . MINUTES SPECIAL MEETING - MONTICELLO PARKS COMMISSION Wednesday, February 5, 1992 - 7:00 p.m. Members Present: Dick Frie, Bruce Thielen, Roger Carlson, Larry Nolan Members Absent: Fran Fair 1. Receive staff update on process of selectinq consultant to conduct feasibility study on development of water park. AND 3. Review Council request that the Parks Commission develop a City policy outlininq City participation in development and operation of an ice arena. The Assistant Administrator informed the Parks Commission that at the most recent Council meeting, Council had received testimony from members of the Hockey Association. The Association expressed the desire that the City investigate the possibility of developing an arena. Council directed City staff to refer the matter to the Parks Commission for further study and determine to what extent the City should be applying resources toward development of an ice arena. O'Neill also noted that, at the same meeting, some Council members expressed serious concern regarding the potential cost of the aquatic center and some members also noted that the input they received from citizens regarding the aquatic center proposal had not been positive. Members of the School District administration and Board spoke to the commission. Shelly Johnson informed the Planning Commission that at the prev ious School Board meeting, it was determined that the Buildings and Ground Subcommittee (Herbst, Vandell) should meet with the Parks Commission to express a willingness to meet with the City and other jurisdictions for the purpose of identifying park needs and defining opportunities for mutual benefit and cooperation. Russ Vandell stated he is excited about the aquatic center and noted there must be an opportunity to team up with the City. For instance, the aquatic center could be located near a future arena so as to allow for joint parking. Jim Herbst noted that the City and School should work hand in hand toward development of an all-purpose arena. Page 1 . . . Special Parks Commission Minutes - 2/5/92 Dick Frie stated that it makes sense to develop a partnership and develop an ongoing relationship that will allow the City/School/Township to work together in meeting the park and recreation needs of the community in an efficient manner. Members of the Hockey Association mentioned successful cooperative efforts by other communities to develop civic centers. Gene Opatz stated if we work together as a community, we can get it done. Mark Holmes noted that the aquatic center is not as desireable because it can only be used three months per year. Bruce Thielen reminded the group that hockey arenas can be a financial drain on the community. He outlined problems with the Delano and Buffalo facilities. Joe Havel stated that many of the problems can be overcome by proper facility design and good management. When analyzing risk, we should look at the good facilities and not just the ones that have suffered losses. Russ Vandell agreed. There are places that have done things the wrong way. We need to take a look at what is possible, identify the pitfalls, and do a first class job. Dick Frie noted that he has researched a number of facilities. The common theme of success stories is that successful ventures were cooperative ventures. A general discussion ensued. After discussion, a motion was made by Bruce Thielen and seconded by Larry Nolan to recommend that Council direct City staff to organize a meeting between the City, School, and Townships (Monticello, Big Lake, Silver Creek, Becker, Otsego) for the purpose of defining area recreation needs and for the purpose of identifying opportunities for satisfying needs in a cooperative, cost efficient manner. Motion carried unanimously. 2. Review Council action on West Bridqe warminq house. After discussion, a motion was made by Bruce Thielen and seconded by Roger Carlson to table further recommendation to Council pending preparation of additional cost figures. Motion carried unanimously. page 2 . . . It was the development resemble a because of Highway 25. Special Parks Commission Minutes - 2/5/92 consensus of the group to ultimately recommend of a structure that will look nice and not garage. It should be attractive, particularly the high visibility of the structure from Jeff O'Neill Assistant Administrator Page 3