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HomeMy WebLinkAbout01.14.15 Parks and Rec Packet City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us Farmington Parks and Recreation Commission Wednesday, January 14, 2015 Agenda I. Call Meeting to Order II. Approve Meeting Agenda III. Approve Meeting Minutes A.Approve December 10, 2014 Meeting Minutes IV. Business Items A.Approve 2015 Work Plan B.Approve Fairhills Park Picnic Shelter Design and Specifications C.Approve Hillview Park Trail Alignment D.Approve Meadowview Park Boardwalk Alignment and Specifications E.Approve Summer Ice Agreement Form V. Discussion Items A.Discuss 2015 Meeting Dates with City Council VI. Commission Roundtable A.Commission Roundtable VII. Staff Report/Updates A.Staff Report/Updates VIII. Meeting Agenda Topics A.February 11, 2015 Meeting Agenda Topics IX. Adjournment "The Farmington Parks and Recreation Advisory Commission's mission is to advise and make recommendations to the Farmington City Council concerning the comprehensive planning of the City parks, trails, open space, recreation facilities and recreation programs." City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: SUBJECT: Agenda DATE: January 14, 2015 BACKGROUND January 14, 2015 meeting agenda will need to be approved by Commission members. ATTACHMENTS: Type Description Cover Memo Agenda “The Farmington Parks and Recreation Advisory Commission’s mission is to advise and make recommendations to the Farmington City Council concerning the comprehensive planning of City parks, trails, open space, recreation facilities and recreation programs.” Farmington Parks and Recreation Commission Wednesday, January 14, 2015 7:00 p.m. City Hall Council Chambers Agenda I. Call Meeting to Order 7:00 p.m. II. Approve Meeting Agenda III. Approve December 10, 2014 Regular Meeting Minutes IV. Presentations (none) V. Business Items A. Approve 2015 Work Plan 7:05 p.m. B. Approve Fairhills Park Picnic Shelter Design and 7:20 p.m. Specifications C. Approve Hillview Park Trail Alignment 7:30 p.m. D. Approve Meadowview Park Boardwalk Specifications 7:40 p.m. E. Approve Summer Ice Agreement Form 7:50 p.m. VI. Discussion Items A. Discuss 2015 Meeting Date with City Council 8:00 p.m. VII. Commission Roundtable 8:10 p.m. VIII. Staff Report/Updates 8:15 p.m. IX. February 11, 2015 Meeting Agenda Topics 8:20 p.m. X. Adjournment 8:25 p.m. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Approve December 10, 2014 Meeting Minutes DATE: January 14, 2015 BACKGROUND The December 10, 2014 meeting minutes will need to be approved by Commission members. ATTACHMENTS: Type Description Cover Memo December 10, 2014 Meeting Minutes DRAFT Farmington Parks and Recreation Advisory Commission Minutes from the December 10, 2014 Regular Meeting Members Present: Mike Haley, David McMillen, and Gene Spars Members Absent: Chad Elliott Other’s Present: Parks and Recreation Director Randy Distad I. Call Meeting To Order Chair McMillen called the meeting to order at 7:00 p.m. Quorum was present. II. Approval of December 10, Meeting Agenda Moved by Haley and seconded by Spars to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of October 22, 2014 Regular Meeting Minutes and November 12, 2014 Joint Meeting with Empire Township’s Park and Recreation Commission Meeting Minutes Moved by Haley and seconded by Spars to approve the October 22, 2014 regular meeting minutes. APIF. Motion carried. Moved by Spars and seconded by Haley to approve the November 12, 2014 joint meeting with Empire Township’s Park and Recreation Commission meeting minutes. APIF. Motion carried. IV. Presentations A. Minnesota Recreation and Park Association (MRPA) Did You Know Program (the Program) Distad provided the following summary about the Program: • Staff attended a MRPA workshop in Owatonna, Minnesota in early December about the Program • Was created by the Missouri Park and Recreation Association and MRPA is bringing the Program to Minnesota for Parks and Recreation Department’s to use • The Program focuses on providing facts to the public about benefits that derive from participating in different areas of Parks and Recreation such as health, wellness, social, mental and community • The benefit is to get people to understand and appreciate the value that parks and recreation brings to a community Distad stated another aspect of the Program is creating a “Friends” group that can become an advocacy group for parks and recreation. He shared that this is a Program that staff is looking to implement in upcoming publications from the Department and wanted to make the Commission aware of it. Distad also shared that this is a Program that was used successfully as part of campaigns for parks and recreation referendums. Commission members by consensus felt this could become a valuable tool for the Department and supported staff on moving forward with the implementation of the Program. V. Business Items A. Review Meeting with Empire Township’s Parks and Recreation Commission (ETPRC) McMillen asked for feedback from Commission members about the meeting with ETPRC this past November. The following thoughts were shared: • Haley stated he felt having the meeting in Farmington at City Hall makes it hard on members of the ETPRC and that there didn’t seem to be as much discussion during the meeting as when the meeting occurs in Empire Township. He thought all future meetings should be held in Empire Township. • McMillen thought it was a good meeting and there were some good items discussed. He also agreed with Haley’s comments about Commission members from Empire Township being quiet and not sharing much information. • Spars said he agreed with McMillen and Haley and that it appeared to him that Empire did not seem very comfortable at the meeting sharing information. He asked Distad if he received any feedback from Empire Township. Distad informed Commission members that he did not receive any feedback from Empire Township, but felt that because Commission members agreed to keep meeting on an annual basis, he felt having an annual meeting was beneficial. B. 2014 Meeting Attendance Report Distad reviewed the meeting attendance report and asked if there were any revisions to be made. McMillen asked if the Commission has reviewed the attendance report in the past. Distad stated that this is the first year that he has brought this to the Commission, so the Commission could review it and then formally approve it. He stated it was brought to the Commission for two reasons. The first reason was to allow the entire Commission to see what the attendance has been by Commission members. The second was to have the Commission review and confirm the report is accurate or make revisions if it is not accurate. The third reason was so the Commission could formally approve the attendance report so that it could be submitted to the City Council for approval and therefore Commission members could get paid for the meetings they attend at $10.00 per meeting. Spars stated a revision should be made to the attendance report. He said he was at the June 30th City Council Work Session and not Elliott. Haley stated that he appreciated seeing the report. Distad asked if the Commission would like to see a minimum number of meetings attended and if the minimum attendance standard was not met, the chair could send a letter to the Commission member with low attendance expressing the Commission’s attendance concern. Commission members by consensus agreed that this would be handled on a case by case basis and could be discussed if it happens in the future. He also shared that only the City Council can remove people from City boards and commissions. Moved by Haley and seconded by Spars to approve the Commission’s 2014 meeting attendance report. APIF. Motion carried. C. Review 2014 Annual Work Plan Accomplishments Chair McMillen reviewed each of the work plan items and noted which goals in the work plan were accomplished and the goals not accomplished. By consensus Commission members felt it was a good year with almost all of the 2014 annual work plan goals and objectives being fully accomplished. Moved by Spars to accept the results of the 2014 annual work plan and seconded by Haley. APIF. Motion carried. D. Prepare Draft 2015 Annual Work Plan Distad shared the ideas for the draft 2015 work plan items that were either carried over from goals in the 2014 work plan, came from City Council direction, or were submitted by Parks and Recreation Department staff. The following items were preliminarily identified to be included in the draft 2015 annual work plan: • Arena financial planning including development of agreement forms for rental groups • Park and Recreation Strategic Plan • Community survey involvement • Involvement on the Recreational Facilities Task Force • Fair Hills Park shelter design, construction specifications and selection process • Hillview Park trail alignment and construction specifications • Meadowview Park boardwalk alignment, design and construction specifications • Explore possible collaboration with the Farmington Business Association during Downtown Dazzle Day event • Explore winter event partnership with Dakota County at Whitetails Woods Regional Park • Have at least one meeting or a parks and facilities tour with the City Council • Continue to have Parks and Recreation Department staff make timely presentations about programs, parks, facilities, trails and events • Continue to meet with the Empire Township’s Parks and Recreation Commission • Explore possible alternative lighting methods in City parks Distad shared he would prepare a draft 2015 annual work plan for Commission members and they can review the draft document, make any revision they prefer and then approve the document. VI. Discussion Items A. Commission Member Recognition Distad shared that currently there isn’t any criteria that identifies how and when recognition is given to a Commission member who resigns. In the past he has purchased and provided a plaque to members who have served more than a couple of years, but there was no formal criteria used to determine this. He is asking the Commission to discuss and then provide some direction to him on what basic criteria should be met before a Commission member is recognized when they resign. McMillen shared that he thought there should a thank you letter from the Mayor recognizing the Commission member for years of service and there should also be a plaque presented. Haley thought Commission members should be recognized only if they have completed one full three year term on the Commission. Commission members by consensus agreed that this should be the minimum criteria. Distad shared that he would like to recognize outgoing Commission member Adam Lares at either the January or February meeting because he has met the criteria. By consensus Commission members agreed with Distad. VII. Commission Roundtable Spars: Asked who trims the boulevard trees and Distad responded that Municipal Service staff trims boulevard trees and Park Maintenance staff trims park trees. Shared that he had a neighbor complain to him about how badly the boulevard trees were trimmed and that City staff had trimmed one of the neighbor’s trees that was not in the boulevard. Distad shared that he would make Municipal Services staff aware of this complaint. Haley: Did not have anything to share. McMillen: Shared that he would be reapplying for another term on the Commission, since his term expired this year. He also shared that Robert Vogel whose services are contracted by the City for Heritage Preservation is planning on presenting a work shop about heritage preservation to City boards and commissions possibly early in 2015. He stated that he would keep Commission members aware in case they are interested in attending the workshop. VIII. Staff Report A. City Meeting and Holiday Calendar Distad reviewed the City meeting and holiday calendar that was included in the packet. He thought it was good for the Commission to see this document and to be able to reference it during 2015. B. 2015 Budget Review Shared the budget was approved and reviewed the projects in Parks and Recreation that were funded in 2015. C. Hillview Park Sledding Hill Commission members were made aware that work was completed on the sledding hill including benches being installed on top of the hill. He made Commission members aware that despite the limited snow we have received so far, there have been people using the sledding hill. D. Paperless Meetings Informed Commission members about the new software that is being used to create meeting packets and made Commission members aware that beginning with the January 2015 meeting, meeting packets would no longer be mailed to Commission members. Instead they were directed to go to the City’s website to read the meeting packet information. He shared that during the meeting, staff would use the projector to call up the meeting agenda and meeting supporting documents, so Commission members could see the items that were being discussed and wouldn’t have to print off meeting packet information. IX. January 14, 2015 Meeting Agenda Items The following items were identified by Commission members for its December 10, 2014 meeting agenda: 1. Approve 2015 Annual Work Plan 2. Discuss 2015 meeting dates with City Council 3. Fair Hills Park shelter design 4. Trail alignment in Hillview Park 5. Boardwalk construction in Meadowview Park X. Adjournment Moved by Haley and seconded by Spars to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 8:30 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Approve 2015 Work Plan DATE: January 14, 2015 BACKGROUND Included in your packet is a draft work plan that was based on the discussion Commission members had at its December 10, 2014 meeting. Commission members are being requested to review the draft 2015 Work Plan and then come prepared to discuss it, including bringing additional items to include in the work plan and then formally approve the work plan ATTACHMENTS: Type Description Cover Memo Draft 2015 Annual Work Plan DRAFT 2015 WORK PLAN FARMINGTON PARK AND RECREATION ADVISORY COMMISSION Goal #1: Meet with the City Council at least once in 2015. Objectives: 1. By April 1st, the Commission will have identified a date to meet with the City Council either in a workshop setting, or for a parks tour and will identify possible agenda topics for discussion during the meeting. 2. By September 1st, the Commission will have held a workshop with the City Council, or a parks tour and discussed during the workshop the agenda topics identified. Goal #2: Develop and prioritize a list of 2016 improvement projects for parks, trails and recreational facilities. Objectives: 1. By April 1st, the Commission will have discussed and identified a list of 2016 improvement projects to be completed in park, trails and recreational facilities. 2. By May 1st, the Commission will have discussed and identify possible funding sources for the 2016 improvement projects. 3. By July 1st, the Commission will have met with the City Council to discuss the 2016 improvement projects and how the project(s) may be funded. 4. By September 15th, at least one of the projects recommended for funding in 2016 will be included in the approved 2016 preliminary budget. Goal #3: Continue to build and strengthen relationships with Empire Township’s Park and Recreation Commission (ETPRC). Objectives: 1. By July 1st, discuss and determine a date to have a joint meeting with ETPRC. 2. By October 1st, a date will have been set to have a joint meeting with ETPRC. 3. By November 1st, discuss and formulate a list of discussion topics for a joint meeting agenda with ETPRC. 4. By December 1st, a meeting will have been held with ETPRC. Goal #4: Participate in a Recreational Facilities Task Force. Objectives: 1. By April 1st, the Commission will have identified one of its members to be involved with a Recreational Facilities Task Force. 2. By May 1st, the Commission will have worked with City staff to identify possible youth sports organizations to have involved in a Recreational Facilities Task Force. 3. By November 1st, the Recreational Facilities Task Force will have presented its report to the Commission. 4. By December 31st, the Commission will have reviewed the recommendation made by the Recreational Facilities Task Force and forwarded a recommendation about recreational facilities to the City Council Goal #5: Participate in developing a long-term financial plan for the Schmitz-Maki Arena . Objectives: 1. By March 1st, the Commission will have been presented with financial information about Schmitz-Maki Arena’s operating expenses and revenues and capital improvements from 2009 through 2013. 2. By June 1st, the Commission will have reviewed a Schmitz-Maki Arena projected five year financial plan for the years 2017 through 2021 that will include operating expenses and revenues and capital improvements. 3. By December 31st, the Commission will have finalized and recommended to the City Council a five year financial plan for Schmitz-Maki Arena that includes operating expenses and revenues and capital improvements and is based on an at least break-even operating budget. Goal #6: Work with Parks and Recreation Department staff to explore possible expansion of new winter outdoor recreation opportunities through collaboration with other organizations. Objectives: 1. By April1st, Commission members will have discussed at least one possible outdoor recreational special event that the Parks and Recreation Department could offer to the community during the winter. 2. By July 1st, the Commission will have finalized one possible prioritized outdoor recreational special event to be offered to the community during the winter of 2016-2017. Goal #7: Review and select a new picnic shelter for construction in 2015 for Fair Hills Park. Objectives: 1. By February 1st, the Commission will have approved RFP specifications for a new picnic shelter. 2. By March 15th, the Commission will have reviewed picnic shelter proposals and made a recommendation to the City Council on the purchase and construction of a new picnic shelter. 3. By April 15th, the City Council will have approved the purchase and construction of a new picnic shelter. 4. By September 30th, installation of a new picnic shelter in Fair Hills Park will have occurred. Goal #8: Participate in the development of a strategic plan for the Parks and Recreation Department. Objectives: 1. By April 1st, the Commission will have brainstormed ideas for items to include in a three to five year strategic plan. 2. By July 1st, the Commission will have identified the most important items to include in a three to five year strategic plan. 3. By September 1st, the Commission will have reviewed and possibly revised a draft three to five year strategic plan. 4. By December 31st, the Commission will have approved and forwarded to the City Council a recommended three to five year Parks and Recreation strategic plan. Goal #9: Be involved in the development of a community survey instrument’s questions that relate to Parks and Recreation. Objectives: 1. By March 1st, Commission members will have had an opportunity to provide input on questions related to parks and recreation that could be included in the resident survey instrument before it is drafted. 2. By May 1st, Commission members will have reviewed a draft resident survey instrument and provide feedback to staff about the Park and Recreation related questions. 3. By September 1st, Commission members will be presented with the results of the resident survey especially the questions that relate to Parks and Recreation. Goal #10: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. Objectives: 1. By March 1st, the Commission will have received a presentation by professional staff members of the Department’s 2014 Annual Report. 2. By May 1st, Commission members will have received a presentation from staff on the results of the Schmitz- Maki Arena’s season. 3. By August 1st, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. 4. By October 1st, Commission members will have received a presentation from staff on the results of the summer programs offered. 5. By October 1st, Commission members will have received a presentation from staff about the outdoor pool season. 6. By November 1st, Commission members will have received a presentation from staff about the summer ice season. 7. By November 1st, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Goal #11: Explore the lighting of parks and/or trails through solar lighting methods. Objectives: 1. By May 1st, the Commission will have explored styles and estimated costs of installing solar lights in parks and along trails. 2. By July 1st, the Commission will have identified a specific style of solar lights for parks and trails. 3. By October 1st, the Commission will have identified and prioritized at least three park and trail areas for lighting including spacing and location within the three parks. 4. By December 31st, the Commission will approve a final solar lighting plan that will be included in the five year Capital Improvement Plan for parks and trails and beginning with the 2017 budget a request will be made to start funding the solar lighting program. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Approve Fairhills Park Picnic Shelter Design and Specifications DATE: January 14, 2015 BACKGROUND Included in your packet are several drawings of picnic shelter designs and specifications for construction of a picnic shelter in Fair Hills Park including materials and concrete work. Staff is requesting Commission members provide direction on the style of roof design it would like to have for the shelter that will be constructed in Fair Hills Park in 2015. Staff is requesting Commission members review the specifications and come prepared to discuss any revisions it would like to make to them. Given that there is a deadline identified in the specifications for when proposed shelters are to be submitted, Commission members are being asked to approve the roof design and specifications so the Request for Quotes can be mailed to vendors well in advance of the submittal deadline. ATTACHMENTS: Type Description Cover Memo Shelter Roof Designs Cover Memo Shelter Specifications REQUEST FOR PROPOSAL FAIR HILLS PARK PICNIC SHELTER PROJECT INTRODUCTION The Farmington Park and Recreation Department would like to invite you to submit a proposal for a new picnic shelter to be constructed in Fair Hills Park. For your convenience, there is a map enclosed indicating where this park is located in Farmington. Please feel free to visit the park site. Also enclosed is a master plan for the park that identifies the general location of where the picnic shelter is to be constructed in the park. The deadline to submit your conceptual design plan proposal for a picnic shelter in Fair Hills Park is Friday, February 27, 2015 no later than 10:00 a.m. The proposed conceptual design plan may either be dropped off at the Parks and Recreation Department office located at 430 Third Street Farmington, Minnesota or may be mailed to the same address. An electronic plan proposal may also be submitted but must be in a PDF format. The Park and Recreation Advisory Commission (PRAC) will be reviewing at its March 11, 2015 meeting the conceptual design plan proposals that have been submitted by the deadline and will be forwarding to the City Council at that time a recommendation on the purchase and construction of a picnic shelter. It is required that this project be completed on or before August 28, 2015 Please direct questions about this project to Randy Distad, Farmington Parks and Recreation Director either by phone at 651-280-6851 or via email at rdistad@ci.farmington.mn.us PICNIC SHELTER SPECIFICATIONS The following minimum specifications must be met: 1. The total cost for the shelter including all materials, labor, and shipping, should not exceed $30,000.00. Any proposed conceptual design plan proposal that is submitted over this amount will be rejected. 2. The shelter should be hexagon shaped with a dual pitch roof (photo included to illustrate roof design). 3. The roof should have at a minimum a 7:12 sloped pitch on the upper pitched roof and at least a 4:12 sloped pitch on the lower pitched roof. 4. All columns and beams should have a powder coat paint finish prior to installation, which should be included in the estimated price submitted. 5. The roof should include a louver style cupola or similar (see attached photo). 6. The roof should be made of at least a 24 gauge painted galvanized steel panels. 7. Posts and beams should be steel with standard square column. The diameter of the posts should be in proportion to the building size contained in the proposal. 8. The shelter shall have at a minimum a snow load of 50 psf and a 90 mph wind load. 9. Footings: The shelter columns shall be anchored to concrete footings that are at least 42 inches deep. A footing detail must be shown on the drawings and the detail must show a depth of at least 42 inches in order to meet the Minnesota Building Code requirement of the footings being below the frost line. The type of concrete and reinforcement of the concrete to be used for the footings should be identified on the drawings and should be based on the load the footings will carry. 10. Concrete Slab Site and Base Preparation: The following specification should be used when preparing the site for the pouring of the slab: • The site shall be prepared at the appropriate grade for the concrete floating slab. The top of the poured concrete slab forms should be three inches higher than the existing grade. • The base of the floating slab shall be excavated to a depth of at least 8 inches. • All material excavated shall be removed from the site. • Then 8 inches of class 5 aggregate base, 100% crushed limestone or recycled concrete (MN DOT 3138) should be placed on top of the excavated sub-grade area and compacted. 11. Concrete Slab Pouring and Curing: The following specifications should be used in when pouring the concrete slab: • The concrete slab is allowed to be floating but concrete reinforcing steel must be used and must be at least Grade 60. • The concrete mix shall be in accordance with MN/DOT Specification 2461. The mix design and classification shall be 3Y32A for sidewalk areas. The concrete mix used should be rated at a minimum of 4,000 PSI. • The concrete slab shall be at a thickness of four inches (4”). • The concrete slab shall contain a slope of 1/8 inch drop for every 12 inches of run from center of slab to outside edge. • The foundation and forms shall be thoroughly wetted immediately prior to the placing of the concrete. • The concrete slab shall extend two feet out beyond the perimeter of the shelter roof drip line. • The concrete shall be placed, consolidated to fill all voids, struck off to the required grade and floated smooth. After the water sheen has disappeared, the surface should be lightly brushed to a uniform texture. • In order to deter vandalism to the newly poured concrete slab a member of the crew pouring the concrete slab should remain on site for at least four hours after the crew has finished with the concrete slab. • Within 24-48 hours of the concrete slab being poured all forms shall be pulled and removed from the site. • Within 48-72 hours, the concrete slab shall be scored every four feet across the full diameter of the slab. 12. Concrete Clean Up: All excess concrete not used in the project that is contained in the concrete truck and is cleaned out of the concrete truck after the concrete has been poured cement shall be removed by the contractor. Under no circumstances should any excess concrete or material remaining in the chute be cleaned out from the truck onto any public or private property. All clean out concrete material should be disposed of in an environmentally safe manner. All forms and any other materials generated from the construction of this project shall be removed by contractor. If the concrete clean up does not meet the satisfaction of City staff, 10% of the quote will be retained until the site has been satisfactorily cleaned up. 13. Site Restoration: Any turf areas that has been damaged during this project shall be repaired by the contractor. Any areas that have been destroyed, or areas where ruts or depressions have been created, will be restored to the same grade and condition as the surrounding park turf areas. After the concrete has adequately cured, the City will provide the restoration work along the edge of the concrete slab in order for the grade of the concrete slab to match with the existing grade of the turf areas. 14. Underground Utility Locations: The contractor installing the shelter will be required to place the Gopher One call for locating underground utilities. 15. A statement also must be made somewhere in your proposal stating the shelter construction documents submitted to the City of Farmington will carry a Minnesota Professional Engineer stamp with a registration number and signature of a professional engineer. 16. Any other shelter materials and its construction not identified in the above specifications shall comply with all 2006 International Building Code (IBC) requirements or if the IBC has been updated, the most current requirements contained in the IBC . 17. Submit on the included Quote Submittal Form your quote for the total cost of the shelter including the shelter, all concrete costs, shipping and installation. 18. A Certificate of Insurance must be submitted to the City of Farmington in advance of the project being started. The Certificate of Insurance must list the City of Farmington as “Additional Insured”. A minimum $2,000,000 general aggregate and $1,000,000 each occurrence in general liability insurance amounts is required. Worker’s Compensation and Auto Insurance must also be included on the Certificate of Insurance. 19. The construction entrance to Fair Hills Park is located on the west side of the park along Estate Avenue. All equipment used by the contractor or subcontractor(s) should access the park site from Estate Avenue into the park. Under no circumstances should any other entrances to the park be used. 20. Selection Criteria: Selection of the picnic shelter for each park will be based on the following criteria: • most closely meets the specifications identified previously • is able to submit a quote within the identified budget of $30,000 • highest total square footage from inside post to inside post (please identify total square footage somewhere on the conceptual design plan proposal based on inside post to inside post) • innovation or uniqueness in design. 21. The City reserves the right to reject any and/or all picnic shelter plan proposals submitted. FORMAT FOR SUBMITTAL OF PROPOSAL Proposals submitted should include the following information at a minimum so proposals may be comparatively reviewed: • One (1) 24 x 36 inches (or as close as possible) colored, is preferred but black and white is acceptable, concept plan for the picnic shelter that is being proposed to be constructed in Fair Hills Park. • Six (6) color copies of the concept plan on 8 ½ x 11 inch or 11 x 17 inch size paper. On this handout, the following information should be included: the dimensions of the picnic shelter; total square footage; roof pitch; ceiling height; color choices for the roof and the frame; and construction material. • A statement must be made somewhere stating the picnic shelter’s snow load and wind load amounts. • A statement also must be made that states that the shelter construction documents submitted to the City will carry a Minnesota Professional Engineer stamp with a registration number and signature of a professional engineer. SUBMITTAL OF QUOTE Submit your company’s quote below for the Fair Hills Park Picnic Shelter Project. Your project quote should include the following costs: • Shelter materials • All concrete work • All labor • Shipping The deadline to submit your picnic shelter conceptual design plan proposal for Fair Hills Park is Friday, February 27, 2015 no later than 10:00 a.m. Company Information: The undersigned, being familiar with local conditions, having made the field inspections and investigations deemed necessary, having studied the specifications for the work and being familiar with all factors and other conditions affecting the work and costs thereof, hereby propose to furnish all labor, tools, materials, skills, equipment and all else necessary to completely construct the project in accordance with the specifications identified previously. Please provide in the space that follows, your company’s information. Name of Company Submitting Bid: ____________________________________________________ Contact Person: ___________________________________________________________________ Address: _________________________________________________________________________ Work Phone Number: _______________________________________________________________ Email Address: ____________________________________________________________________ Date Quote Submitted:_______________________________ Fair Hills Park Picnic Shelter Project Quote Total Amount: $ _____________________________ City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Approve Hillview Park Trail Alignment DATE: January 14, 2015 BACKGROUND Included in your packet is an aerial map of Hillview Park with a proposed trail alignment sketched on the aerial map. Staff is requesting Commission members review the trail alignment identified on the aerial map and come prepared to discuss the location of the trail in Hillview Park so staff can send a Request for Quotes, which will include the aerial map and trail specifications, to paving contractors well in advance of the submittal deadline, so there is a likelihood of the City receiving competitive quotes from many paving contractors. ATTACHMENTS: Type Description Cover Memo Hillview Park Aerial Map City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Approve Meadowview Park Boardwalk Alignment and Specifications DATE: January 14, 2015 BACKGROUND Included in your packet is information from a company called Custom Manufacturing, Inc. who has provided materials for three previous boardwalks that have been constructed in City parks. Staff would like to use the same company to order materials for the short boardwalk connection that will be constructed through a wetland in Meadowview Park that will connect two paved trail surfaces. The Commission is being asked to discuss and approve the request being made by staff. ATTACHMENTS: Type Description Cover Memo Meadowview Park Boardwalk Design City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Approve Summer Ice Agreement Form DATE: January 14, 2015 BACKGROUND Staff has been working with the coaches from the Farmington High School boys and girl’s hockey teams and a member of the Farmington Youth Hockey Association to extend the summer ice season from a three week season that was offered in 2014 to an eight week season that is being proposed for 2015. Because of the Minnesota State High School League’s no contact rule during the week of July 4th, there would not be any ice time rented by this group and so therefore the actual season would be 7 weeks. Included in your packet is an agreement form that addresses the ice rental by this group. The agreement form spells outs the total number rental hours by this group during summer ice and the shortfall in the hours being rented from what it would take to keep the Arena from operating summer ice at a loss. As you can see there is language in the agreement that identifies some strategies on how the shortage of hours will be attempted to be filled resulting in no operating loss during summer ice. The Commission is being asked to review the agreement form and then make a recommendation to the City Council about either approving or not approving the agreement form. Staff is recommending approval. ATTACHMENTS: Type Description Cover Memo Summer Ice Agreement Form 1 DRAFT RENTAL AGREEMENT FORM 2015 SUMMER ICE SEASON This Agreement is made this _____ day of _____________________________, 20___, by and between the Independent Contractor (the “Contractor”) and the City of Farmington, a Minnesota municipal corporation (the “City”) (collectively referred to as the “Parties”). RECITALS A. The City is the owner and manager of Schmitz-Maki Arena (“Arena”), which facility is conducive to and available for events open to the public. B. The Contractor desires to use the Arena subject to the terms and conditions of this Agreement (“Agreement”) and all applicable laws and regulations. NOW, THEREFORE, in consideration of the mutual promises, covenants and conditions contained herein, the Parties mutually agree as follows: 1. TERM. The City hereby permits the Contractor the use of the Arena and facilities incidental thereto for the period as set forth on the schedule attached hereto. 2. FACILITIES. The Contractor shall have exclusive use of the ice sheet as well as team rooms during the times scheduled. The City shall maintain the ice surface and clean the public areas of the building. The lobby area of the Arena shall be open to the public at all times. The Contractor will have shared use of the lobby area and may not prohibit use by other patrons. 3. PAYMENT. The City shall invoice the Contractor 100% of the total amount owed on or before May 1, 2015 for ice time and services. The invoice shall be paid by the Contractor on or before May 29, 2015. If payment is not made by the deadline, the City reserves the right to modify, or cancel summer ice, so it is not operated at a loss. 4. SERVICES. Notwithstanding any other provision of this Agreement, the Parties may separately agree for the provision of additional services, personnel, and staffing as needed. 5. RULES AND REGULATIONS. The Contractor hereby agrees that it and its members using the Arena shall abide by all rules and regulations adopted by the City, and as amended from time to time, for use of the Arena. 6. USER MAINTENANCE. The Contractor shall be responsible for cleanup of the bleacher and team room areas of the Arena following each use of the Arena, including the pickup and proper disposal of all trash, litter and other debris left by the Contractor and 2 its members, guests, invitees, and others utilizing the Arena during the Contractor’s rental of the Arena. 7. DAMAGE TO ICE CENTER. The Contractor shall be liable to the City for any loss or damage to the Arena or its facilities occasioned by, or in connection with the use of the Arena by the Contractor and/or its members, guests, or invitees. 8. INDEMNIFICATION. The Contractor agrees to hold the City and its officers, agents, and employees harmless and defend and indemnify the City against any claims related to use of the Arena by the Contractor, its agents, employees, or subcontractors. The Contractor further agrees to defend, indemnify and hold the City, its officers, agents, and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorney’s fees, occasioned by or arising in connection with the use of the Arena by the Contractor and/or its guests or invitees, including any and all claims for bodily injury or death or property loss or damage sustained as a result of use of the Arena by the Contractor and/or its guests or invitees. 9. INSURANCE. The Contractor is required to obtain general liability insurance and provide proof of such insurance upon execution of this Agreement. At least $1 million commercial general liability is required for a non-profit affiliated with City, ISD 191 or other similar Farmington local governmental unit and $2 million commercial general liability for all others. The Contractor shall also maintain and provide proof of statutory minimum workers’ compensation (or alternately) the Contractor represents that it does not have any employees or other individuals covered by this Agreement for which the Contractor would be obligated to provide workers compensation coverage. 10. SCHEDULING AND/OR CANCELLATION. 10.1 BY THE CONTRACTOR: • The Contractor agrees to rent at least 189.25 hours of ice from June 8 through July 31, 2015 for camps and clinics and a high school boys and girls jamboree. • Contractor will not be obligated to rent ice during the dates of Sunday, June 29 through Sunday July 5, 2015 due to Minnesota State High School League no contact rule. • Ice rental rate will be based on $155 (plus Minnesota sales tax if not a tax exempt organization) per hour cost, which will result in a total amount owed of $29,333.75 (plus Minnesota sales tax amount of $2,090.03 if not a tax exempt organization) during the Contractor’s rental of ice. • The Contractor agrees to pay on or before May 29, 2015 the total amount owed of $29,333.75 (plus a Minnesota sales tax amount $2,090.03 if not a tax exempt organization). • The Contractor shall notify the City in writing of any ice rental schedule revisions after May 29th but no reduction in hours may be 3 made after May 29th. At least a 7 day notice must be provided to Arena management for any revisions to the existing ice rental schedule. • Except as otherwise provided herein, all ice time set forth on the attached Reservation Report must be followed. • The Contractor acknowledges that in order for the Arena to not operate at a loss during summer ice, an additional 15.75 hours will need to be rented. • The Contractor agrees to promote and market summer ice rental to other skating/hockey organizations to assist with generating additional revenue from ice rentals for the Arena so summer ice is not operated at a loss. 10.2 BY CITY: • The City reserves the right to: a) cancel this Agreement for any default or breach of this Agreement by the Contractor or its members; and b) reschedule the dates or times of use by the Contractor provided under Paragraph 1, if the City deems necessary. • In the event of a mechanical, or other, failure of the Arena equipment or facilities, the City will notify the Contractor as soon as possible. The City will reimburse fees paid by the Contractor for any time scheduled under this Agreement which makes the Arena unavailable to the Contractor as a result of such failures. The City shall not be responsible for any damages suffered by the Contractor as the result of any cancellation. • If payment is not made on or before the May 29, 2015 deadline, the City reserves the right to modify, or cancel summer ice, so it is not operated at a loss. • The City acknowledges that in order for the Arena to not operate at a loss during summer ice, an additional 15.75 hours will need to be rented. • The City agrees to promote and market the availability of summer ice rental at the Arena through its summer edition of the City News and Recreation Guide, on the City’s website, and on the Rinkfinder.com website. • The City will make an effort to offer additional programming during summer ice to assist with generating revenue during summer ice. • The City agrees that any profit generated during summer ice will remain in the Arena Fund and will not be transferred to a different City fund. 11. DISTRIBUTION OF AGREEMENT AND RULES. Prior to using the Arena pursuant to this Agreement, the Contractor shall make available a copy of the Arena rules and regulations to the Contractor’s participants. 4 12. AGENT AUTHORITY. The Contractor certifies that s/he is authorized to execute this Agreement and accept the responsibility for observance of the rules and regulations of the City. 13. ASSIGNMENT. The Contactor shall not assign this Agreement, or any interest arising herein, without the express written consent of the City. 14. ENTIRE AGREEMENT. The entire agreement of the Parties is contained herein, and this Agreement supersedes all prior agreements and negotiations between the Parties relating to the subject matter herein as well as any previous agreements presently in effect between the Parties relating to the subject matter contained herein. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the Parties, unless otherwise provided herein. 15. WAIVER. Any waiver by either Party of a breach of any provision of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 16. MISCELLANEOUS. 16.1 Sale of Food and Beverages. The City and the Farmington Youth Hockey Association have previously entered into a separate agreement for the exclusive operation and sale of concessions at the Arena and is attached as “Exhibit A”. The City reserves the right to provide food and beverages dispensed from vending machines during the Contractor’s practices, games and/or tournaments. 16.2 Advertising. No advertising by the Contractor in or on any part of the Arena is permitted without the express written consent of the City. 16.3 Parking Lot Usage. The Contractor shall have shared use of the parking lot on a first come, first served basis and may not prohibit use by other patrons. 16.4 Alcohol. Alcohol is not allowed on or in the premises of the Arena. 17. ACKNOWLEDGEMENT OF CONCUSSION AWARENESS OBLIGATIONS. The Contractor acknowledges that it has obligations under Minnesota state law to inform and educate coaches, officials, youth athletes, and their parents or guardians about concussions. These obligations include, but are not limited to, making information about the nature and risks of concussions accessible to all participating coaches, officials, youth athletes, and their parents or guardians and requiring that all participating coaches and officials receive periodic online training consistent with the standards set forth in Minnesota Statute and by the Centers for Disease Control. By signing this form and using these facilities, the undersigned acknowledges that it is subject to the responsibilities existing under Minnesota Statutes and verifies that all coaches, officials, 5 youth athletes, and their parents or guardians have complied with the mandated policies prescribed by Minnesota Statute Sections 121A.37 and 121A.38. 18. NOTICE. All notices required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given if delivered in person or deposited in the United States Mail, postage prepaid, as follows: If to the City, to: Jeremy Pire Parks and Facilities Supervisor City of Farmington If to Contractor, to: _________________________________ _________________________________ _________________________________ By signing this Agreement, the Parties acknowledge that they have read, understand, and agreed to abide by all its conditions as stipulated. Independent Contractor CITY OF FARMINGTON, a Minnesota Municipal Corporation By: By: Todd Larson Its: Its: Mayor By: By: David McKnight Its: Its: City Administrator 6 City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Discuss 2015 Meeting Dates with City Council DATE: January 14, 2015 BACKGROUND This is an item on the Commission’s 2015 Work Plan. Because the City Council’s work sessions fill up, staff felt that a discussion should occur early in the year in order to have time to select a date that will work for both the Commission and City Council to have a joint meeting. Because there was no park tour in 2014 with the City Council, the Commission may wish to consider having a parks tour in 2015 as the one meeting with the City Council in order to see the improvements that have been completed since the 2013 parks tour. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Commission Roundtable DATE: January 14, 2015 BACKGROUND Commission roundtable is for members to share information or ask questions. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Staff Report/Updates DATE: January 14, 2015 BACKGROUND City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: February 11, 2015 Meeting Agenda Topics DATE: January 14, 2015 BACKGROUND Commission members should come prepared with any items desired to be included on the February 11, 2015 meeting agenda.