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HomeMy WebLinkAbout03.08.17 Parks and Rec Packet City of Farmington 430 Third S treet F armington, Minnes ota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us Farmington Parks and Recreation Commission Wednesday, March 8, 2017 7:00 PM City Hall Council Chambers Agenda I.Call M eeting to Order II.Approve M eeting Agenda III.Approve M eeting M inutes A.Approve February 8, 2017 Meeting Minutes IV.Presentations A.Recognition Outgoing Commission Member Mike Haley B.Introduction of New Commission Members C.2016 Annual Report V.Business Items A.Select Prairieview Park Playground Equipment B.Approve Prairieview Park Shelter C.Commission Member Photo VI.Discussion Items A.Review 2017 Annual Work Plan B.City Council Meeting and Park Tour VII.Commission Roundtable A.Commission Roundtable Format VIII.Staff Report/Updates A.Project Updates IX.M eeting Agenda Topics A.Agenda I tems for April 12, 2017 Meeting X.Adjournment "The Farm ington Parks and Recreation Advisory Commission's m ission i s to advi se and m ake recom m endations to the Farm ington City Council concerning the com prehensive planning of the City parks, trails, open space, recreation faciliti es and recreation programs." City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Approve F eb ruary 8, 2017 Meeting Minutes DATE:March 8, 2017 BACKGROUND Attac hed are the draft minutes from the February 8, 2017 Commission meeting. Commission members are as ked to review the minutes and provid e at the meeting any correc tions or additio ns you think s hould be mad e to the minutes . ATTACHMENT S: Type Des criptio n Exhibit Draft February 8, 2017 Meeting Minutes Farmington Parks and Recreation Advisory Commission Minutes from the February 8, 2017 Regular Meeting Members Present: David McMillen, John Moore and Dustin Johnson Members Absent: None Other’s Present: Council Member Jason Bartholomay; Robert Carpentier; Hoisington Koegler Group Inc. (HKGI) staff members Tim Solomonson and Bryan Harjes; Jacilyn Doyle; Brent Henry; Patti Henry; Megan Sowieja; and 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 February 8, 2017 Meeting Agenda Moved by Johnson and seconded by Moore to approve the meeting agenda as written. All persons in favor (APIF). Motion carried. III. Approval of January 11, 2017 Regular Meeting Minutes The meeting minutes were approved with no revisions noted. IV. Presentations A. Recognition of Outgoing Commission Member Robert Carpentier Council Member Jason Bartholomay thanked Robert Carpentier for his years of service on the Commission and presented him with plaque in recognition of his service on the Commission. B. Marigold and Prairie Pines Park Master Plans Director Distad presented information about the development of the draft master plan for Marigold Park including a cost estimate for the improvements shown in the master plan. There were no public comments received after the presentation. Moved by Johnson and seconded by Moore to approve the Marigold Park master plan as presented. Tim Tolomonson from HKGI presented information about the development of the draft master plan for Prairie Pines Park including the public input process and a cost estimate to make the improvements to the park. Public comments received after the presentation included the following: Brent Henry, 22224 Cambrian Way, wanted to make sure the flexible field will be flat and usable, but still drain correctly. Director Distad shared there may need to be some fill brought in and then the site graded to make it flat as possible, but still drain to the storm sewer drain located in the middle of the park. Jacilyn Doyle, 3057 224th Street, asked if the turf grass will be same throughout the park and asked when the park will be built. Tolomonson shared the turf grass would be seeded the same throughout the park. Director Distad shared that if there are funds available it is likely the improvements may occur in 2018 because of how quickly the development is now being built out. Megan Sowieja, 22389 Carver Lane, was glad to see there are trail connections included as part of the master plan and wants to make sure these connections are preserved and can be made in the future. Moved by Moore and seconded by Johnson to approve the Prairie Pines Park master plan as presented and to make sure the future trail connection to the east is preserved as part of the plan. APIF. Motion carried. V. Business Items A. Election of Officers Chair McMillen called for nominations to be made for the Chair position. Johnson nominated himself for the Chair position and it was seconded by Moore. Chair McMillen called for more nominations for the Chair position. There were no more nominations made. Moore moved to close nominations for the Chair position and it was seconded by Johnson. APIF. Motion carried. The vote was 3-0 in favor of Johnson for the Chair position. Chair McMillen called for nominations for the Vice-Chair position. Moore nominated McMillen for the Vice-Chair position and it was seconded by Johnson. Chair McMillen called for more nominations for the Vice-Chair position. There were no more nominations made. Moore moved to close nominations for the Vice-Chair position and it was seconded by Johnson. APIF. Motion carried. The vote was 3-0 in favor of McMillen for the Vice-Chair position. B. Approve 2017 Annual Work Plan The work plan was reviewed. Moore asked if staff could solicit service organizations about offering family orientated events in a city park other than at Rambling River Park and Lake Julia Park. He also thought the letter could include identifying some parks that the event could be held at. Distad shared he would see about sending a letter out to service organizations but was hesitant to make a commitment for this to occur this year. Moved by Johnson and seconded by Moore to accept and approve the 2017 Annual Work Plan. APIF. Motion carried. VI. Discussion Items A. Heritage Preservation Commission (HPC) Wayfinding Signage Map McMillen shared the current state of the HPC not being funded in the 2017 budget. He was unsure what this means about the HPC being able to do any work on this project since there won’t be any funds in 2017. He also shared he was not sure the HPC would even meet any longer given the elimination of the budget. He shared he will continue to provide updates as he learns more about the fate of the HPC. VII. Commission Roundtable Johnson: Commended the consultants on the master plans developed especially carrying over the input received during the public meeting on the Prairie Pines Park master plan. He thanked McMillen for chairing the Commission this past year. Moore: Requested that addresses be included when identifying them in the meeting packet. He requested the Existing and Proposed Park, Open Space and Trail Map needs to be updated. Distad shared the update would occur this year during the city’s 2040 Comprehensive Plan Update. He requested the missing trail connection along the North Creek Regional Greenway be completed with a temporary boardwalk. Distad responded that he would have to discuss with Dakota County staff because it is a regional greenway and the county would need to sign off on any temporary boardwalk. McMillen: Congratulated Johnson on his election as the Chair of the Commission. Shared the Rambling River Center Steak Fry fundraiser raised $800.00. Distad thanked McMillen for helping with the clean-up after the Steak Fry as this saved staff time during the clean-up. Attended the Community Expo on January 28, 2017 and there were an estimated 2,500 people who attended this event. VIII. Staff Report A. Community Expo Shared Recreation Supervisor Missie Kohlbeck and he attended and provided information at the Community Expo. He shared there were several Rambling River Center Advisory Board members who assisted with providing information to the public about the Rambling River Center. City Council adopted the 2017 budget and the Parks and Recreation Department received an increase in funding, which primarily went towards increased personnel costs. B. Outdoor Rinks Smores and More Event Shared the event was held even though it was touch and go with the weather. Attendance was up slightly from the year before. C. Prairieview Park Improvement Request for Proposals (RFP) Informed that both the playground equipment and shelter RFP’s were mailed to vendors and the proposals will be reviewed at the March 8, 2016 Commission meeting. D. Trail Signage Update Shared the maps have been finalized and will be emailed to a vendor to have a concept worked up along with a cost estimate. E. Recreation Supervisor Position Status Distad shared interviews have been completed, a person has been picked and the City Council will be asked at its February 21, 2017 meeting to approve hiring a new Recreation Supervisor. F. Comprehensive Plan Update Informed that a RFP for consulting services was mailed out to nine firms and the deadline for proposal submittals will occur shortly. Once staff members have reviewed proposals submitted, then a hiring recommendation will be brought to the City Council for approval. He will continue to bring information to future meetings about this process. G. New Commission Member Appointments Distad shared there were two citizens interviewed for the Commission openings. The City Council will be approving the appointment of Hannah Simmons and Laurie Suchanek to the Commission at its February 21, 2017 meeting. IX. March 8, 2017 Meeting Agenda Items The following items were identified by Commission members for its December 10, 2014 meeting agenda: 1. 2016 Department Annual Report 2. Playground proposals 3. Shelter proposals 4. Introduction of new members 5. Discussion about possible meeting date with City Council, a parks tour date and identify park and facility locations to tour 6. Recognition of outgoing Commission member Mike Haley X. Adjournment Moved by Johnson and seconded by Moore to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 8:14 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Rec o gnition Outgo ing Commis s ion Member Mike Haley DATE:March 8, 2017 BACKGROUND The Commiss io n has a trad ition of recognizing outgo ing members who serve thro ugh the term they were ap p o inted to s erve. Outgoing commission memb er Mike Haley has acc o mplis hed this. Mike Haley will be in attendance at the meeting and will b e rec o gnized fo r his 7.5 years of s ervic e o n the Co mmis s io n. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Intro d uc tion of New Commis s ion Members DATE:March 8, 2017 BACKGROUND The City Counc il s o licits applic ations for open pos itio ns o n the c ity's board s and c o mmis s io ns. Interviews are c o nducted with the applic ants by the City C o uncil. T hen based o n the interviews , the open positio ns are filled by City Counc il appointment. The Park and R ecreatio n Commission had two vacant p o s itions . I am p leas ed to inform Commission members the City Counc il approved at its February 21, 2017 meeting the appointments of Hannah S immo ns and Laurie Suchanek as the two newes t members o f the Commission. This will be the first Co mmis s ion meeting for Hannah and Laurie, s o introductio ns are in ord er d uring this part o f the meeting agend a. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:2016 Annual Rep o rt DATE:March 8, 2017 BACKGROUND Staff has c o mpiled a lis t of imp ro vement p rojec ts , participatio n information, fac ility informatio n and financ ial informatio n for the Dep artment’s 2016 Annual Report. The 2016 Annual R ep o rt is includ ed in the Commission’s meeting p acket and will b e pres ented by staff. The vers io n that is in the meeting pac ket contains only a few p hoto s bec ause if all p ho tos are includ ed in the annual report it bec o mes to o large of a file to up lo ad into the meeting p acket. The annual report presented b y s taff will c o ntain all of the pho tos. The Commiss io n is being as ked to review, d is c us s and ask ques tions about the 2016 Annual Report. No actio n is required. This item is fo r info rmatio nal p urposes o nly. The 2016 Annual Report will also b e presented to the City Counc il at one o f its future meetings , b ut no t b efo re the Co mmis s io n's meeting. After all p res entations are mad e, the 2016 Annual Rep o rt will then b e p laced o n the c ity’s web s ite fo r the p ublic to view. ATTACHMENT S: Type Des criptio n Exhibit 2016 Annual Report 2016 Annual Report Farmington Parks and Recreation Department Parks Troy Hill Park Farmington Parks and Recreation Department •Old playground equipment was removed, refurbished and sent to a third world country all at no cost to the city •Playground site was regraded and filled to allow for an expanded playground area •Separate play structures were installed for children ages 2-5 and ages 5-12 •New swings were installed •New concrete border was installed around the play structures and swing sets that allows users to walk on •New park benches were installed around the perimeter on the concrete border PARKS Tamarack Park Basketball Court Improvements Farmington Parks and Recreation Department •Existing full court basketball court constructed in 2005 and no surface maintenance work since construction •contractor hired to level and resurface the basketball court and paint new court lines PARKS Farmington Parks and Recreation Department North Creek Park •Hockey boards replaced due to plastic boards becoming obsolete •Partnership with FYHA through a $3,517.46 donation provided to purchase lumber •City purchased hardware and provided labor to remove existing plastic boards and install new wood boards PARKS 24th Annual Arbor Day Celebration •Partnered with fifth grade students from Meadowview Elementary School •80 students participated in a poster contest •10 trees planted in Jim Bell Park and Preserve Farmington Parks and Recreation Department PARKS Outdoor Rinks • Warming houses were open 40 days out of a possible 69 days in 2016, which was open nine days less than in 2015 • Five pleasure rinks without warming houses were flooded at: Hill Dee Park, Farmington Elementary School, Meadowview Elementary School and Tamarack Park Farmington Parks and Recreation Department Rambling River Park North Creek Park Total Avg. Skaters Per Day 2015 5,591 2,260 7,851 160 2016 3,134 2,053 5,187 130 TRAILS Pavement Maintenance Program Farmington Parks and Recreation Department Year Trail Miles Fog and Crack Sealed 2015 6.0 2016 10.2 Fog sealing and crack sealing occurred primarily on the following southeast locations in the city: •Prairie Waterway •Bristol Square Development •Executive Estates Development •Tamarack Ridge Development. FACILITY MAINTENANCE •Fire Station #1 concrete apron and driveway was removed and new concrete was poured •Central Maintenance Facility men’s and women’s locker rooms were repaired due to water leaking behind the wall Building Improvements Farmington Parks and Recreation Department Outdoor Pool Farmington Parks and Recreation Department Open Swim and Other Programs/Events Attendance •Open 63 of a possible 68 days due to either cool, wet or severe weather conditions Attendance 2015 2016 Open Swim 7,652 7,372 Water Aerobics 46 74 Aqua Zumba (new) 17 Tween and Elementary(new) Events 282 242 Private Rentals Participants 771 504 Swim Bus Program 536 507 Swim Lessons 256 218 SCHMITZ - MAKI ARENA Program and Events Attendance Farmington Parks and Recreation Department Program/Event Name 2015 2016 Learn to Skate 216 329 Spring Skate Festival 104 107 Halloween Skate 131 150 Skate with Santa 202 225 Halloween Skate and Skate with Santa Event Donations 421 pounds of food and $67.00 in cash were donated to the Farmington Food Shelf SCHMITZ - MAKI ARENA GROUP NAME 2014 2015 2016 FYHA 710 664 692 HIGH SCHOOL 338 362 310 SENIOR MEN 19 27 31 SUMMER ICE 82 210 185 MISC. 48 52 67 TOTAL 1,197 1,315 1,285 Farmington Parks and Recreation Department Hours Revenue GROUP NAME 2014 2015 *2016 FYHA $147,778 $139,065 $148,618 HIGH SCHOOL $78,288 $83,357 $74,472 SENIOR MEN $2,945 $4,146 $4,815 SUMMER ICE $12,710 $32,444 $29,642 MISC. $7,550 $8,624 $10,890 TOTAL $249,271 $267,636 $268,437 * before audit Ice Rentals SCHMITZ - MAKI ARENA Improvements •Turf agreement with Farmington Youth Lacrosse Association and turf was installed and used in April and May resulting in $1,800 in revenue generated and 90 hours of rentals •Electric Zamboni resurfacer put into operation in July as a result of a $50,000 Mighty Ducks grant funding, $10,000 contribution from Farmington Liquors, and funds that had been set aside in the Arena Capital Improvement Fund from an annual $5,000 donation from FYHA and an annual $20,000 transfer from the General Fund •Sound system replaced with a donation from FYHA of $7,500 to help cover the cost •New chip card reader installed for Point of Sale system keeping the Arena PCI compliant Farmington Parks and Recreation Department RECREATION Events, Youth and Adult Program Participation Farmington Parks and Recreation Department •32 programs and events in sports, outdoor recreation and arts and crafts •135 classes offered in the 32 different programs 0 500 1,000 1,500 2,000 2,500 3,000 3,500 4,000 4,500 5,000 2015 (5,976) 2016 (8,344) Adult Programs Youth Programs Special Events RECREATION Number of Volunteers Farmington Parks and Recreation Department Hours Volunteered 2015 2016 Flag Football Coaches 52 53 Dew Run 17 20 Secret Holiday Shop 58 63 Pond & Park Cleanup 400 400 Total 527 536 2015 2016 Flag Football Coaches 936 954 Dew Run 51 60 Secret Holiday Shop 203 221 Pond & Park Cleanup 800 800 Total 1,990 2,035 RECREATION Puppet Wagon Project •City staff built the wagon in-house with the help of Farmington School District staff member Heidi Revels and one of her students •CEEF donated $5,000 that was used to purchase new trailer, lumber, sound system and puppets •The Puppet Wagon stops at 8 locations in Farmington and 1 location in Empire Township on 5 different dates during the summer •A new format including music and mail along with a puppet show was implemented •787 people attended the Puppet Wagon shows Farmington Parks and Recreation Department Events •Concerts held on fourth Thursday in May, June, July, and August •Concerts held in Rambling River Park with an estimated 565 people attending •Sponsorships of $100 by following businesses: •Farmington Liquor Store ($200) •Chemquest ($400) •Farmington Gymnastics Center •Express Coin Laundry ($400) •Trinity Senior Campus •Dakota Electric Association •Park Dental •Dominos ($200) Music in the Park Series Farmington Parks and Recreation Department Events •Good Dinosaur was shown in July at Lake Julia Park with an approximate 325 people attending. •A Sponge Out of Water was shown in September at Rambling River Park with an approximate 125people attending Sponsored by following businesses: •Dominos $300 •Family Vison Clinic $300 •Farmington Youth Hockey Association $600 •Subway $300 •Falkowski Dentistry $300 •VFW $300 •Nesbit Agencies $300 •Cosmopolitan Orthodontics $300 •Midwest Dental $300 Movie in the Park Farmington Parks and Recreation Department RAMBLING RIVER CENTER Volunteers 2015 2016 Hours 5,944 8,573 Number of Volunteers 107 82 Average Hours/Volunteer 55.55 104.55 Farmington Parks and Recreation Department RAMBLING RIVER CENTER General Memberships Farmington Parks and Recreation Department 0 10 20 30 40 50 60 70 80 2015 (47)2016 (74) 100 200 300 400 500 2015 (381)2016 (404) Jack and Bev McKnight Fitness Center Memberships RAMBLING RIVER CENTER Programs, Classes and Events Total Participation Number Farmington Parks and Recreation Department 12,000 12,250 12,500 12,750 13,000 13,250 13,500 13,750 14,000 2015 (13,885) 2016 (13,042) RAMBLING RIVER CENTER Improvements •150 new chairs for Banquet Room and 50 chairs for Empire Room were purchased with fundraising money and donations •New chairs were purchased for the Nicolai Board Room and Harry and Louise Ross Room through generous donation received from the Rotary Club of Farmington and Farmington Lions Club •New cabinets were purchased and installed in the front desk area through a donation received from the Rotary Club of Farmington organization Farmington Parks and Recreation Department RAMBLING RIVER CENTER 2016 Fundraising and Donations •Arts and Crafts Sale •Kiss the Pig and Bike Auction at Dew Days •Waffle Breakfast •Jewelry Sale •Farmington VFW Steak Fry •Happy Harry’s Furniture •Rotary Club of Farmington •Farmington Lion’s Club Cash Donations and Fundraising Profits $21,965.00 Farmington Parks and Recreation Department Rambling River Center •Seven member City Council appointed board whose purpose is to advise on Rambling River Center facility, programs and services •Board members volunteer many hours of their personal time at the Rambling River Center assisting with operations , during seven fundraising events and at community events such as the Community Expo and Patriotic Night •Worked with staff to purchase new chairs for the Banquet Room, Empire Room, Harry and Louise Ross Room, Nicolai Board Room and front desk area •Worked with staff and City Council to combine Jack and Bev McKnight Fitness Room membership and the regular Rambling River Center membership into one overall membership as part of the 2017 fees structure for the Rambling River Center Farmington Parks and Recreation Department Advisory Board 2016 Advisory Board members included clockwise starting back row left: Chair Fred Schmidtke, Vice-Chair Blanche Reichert, Marilyn Briesacher, Marjorie Koski, Sarah Miller, Kay Bennett and Roger Wood Park & Recreation Commission •Five member advisory board appointed by the City Council whose role is to advise Council on issues related to parks, trails, recreational facilities and recreational programs. Accomplishments in 2016 included: •worked with City Council on the selection of playground improvements in Troy Hill Park •A member served on the Recreational Facilities Task Force •Worked with staff on a Recreational Facilities Referendum including an informational brochure that was mailed to residents •Met with Empire Township’s Park and Recreation Commission to discuss projects and opportunities for possible partnerships •Worked with staff and the City Council on having a 2017 budget approved for Prairieview Park improvements Farmington Parks and Recreation Department 2016 Commission members left to right: John Moore, Vice-Chair Robert Carpentier, Mike Haley, Chair David McMillen and Dustin Johnson The End Farmington Parks and Recreation Department City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Selec t Prairieview Park Playground Equip ment DATE:March 8, 2017 BACKGROUND Staff mailed R eq ues t for Proposals (RFP) to eight different p laygro und vend o rs . A c o p y o f the RFP c an be fo und in the meeting pac ket. Inc luded in your p ac ket are playground p ro pos als fro m six c o mp anies. Minnes o ta Wis c ons in Playground (Game Time Playground Equip ment) submitted two optio ns. Staff memb ers reviewed the p ro p o s als and are rec o mmending to the Co mmis s ion to s elec t the Little Tikes p laygro und equip ment proposal s ubmitted by No rthland Rec reation and mo ve fo rward with p urc hasing and having it ins talled in P rairieview P ark. Co mmis s ion members are being as ked to review the proposals and then come to the meeting p rep ared to disc us s and s elec t o ne o f the p layground p ro p o s als for Prairieview Park. Staff is req ues ting the Commission make a formal mo tion to forward the preferred p laygro und p ro p o s al to the C ity C o uncil recommend ing its p urc hase fo r P rairieview Park. It's imp o rtant to no te that the exis ting p layground eq uipment and s wings will remain and no t b e removed , as was the c as e with o ther playgrounds, in order to enlarge the playground exp erienc e for users. Staff has inspec ted the exis ting playground eq uipment and is confid ent it still offers a good p lay experience fo r many years to come. ATTACHMENT S: Type Des criptio n Exhibit 2017 Prairieview Park Request for Proposals Playground Equipment Exhibit Flagship Recreation Playground Proposal Exhibit Webber Recreational Design Playground Proposal Exhibit Northland Recreation Playground Proposal Option #1 Exhibit St. Croix Recreation Playground Proposal Exhibit Midwest Playscapes Playground Proposal Exhibit MN WISC Playground Proposal Option #1 Exhibit MN WISC Playground Proposal Option #2 FARMINGTON PARKS AND RECREATION DEPARTMENT 2017 PRAIRIEVIEW PARK PLAYGROUND PROJECT REQUEST FOR PROPOSALS JANUARY 13, 2017 INTRODUCTION The Farmington Park and Recreation Department would like to invite you to submit a proposal for new playground equipment with separate structures for 2-5 year and 5-12 year old children to be purchased and installed in Prairieview Park. The park’s address is 1100 12th Street, Farmington, MN. For your convenience there is a map enclosed indicating where the 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 playground equipment is currently located in the park. There should be two separate proposals submitted. One proposal should include information and costs associated with the purchase of the proposed playground equipment for the park. The second proposal submitted should include at least two separate quotes for the installation of the playground equipment, in order to meet the requirements for allowing the city to be exempt from paying Minnesota sales tax on the playground equipment. The deadline to submit your conceptual design plan proposal for playground equipment in Prairieview Park is Monday February 20, 2017 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 may also be submitted but must be in a PDF format. The Park and Recreation Commission (PRC) will be reviewing the conceptual design plan proposals that have been submitted at its March 8, 2017 meeting and will forward to the City Council at that time a recommendation about the vendor the city should purchase the playground equipment from and a recommendation about the contractor the city should hire to install the playground equipment. It is required that this project be completed on or before August 31, 2017 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 SPECIFICATIONS FOR PRAIRIEVIEW PARK PLAYGROUND EQUIPMENT 1. The cost for the combined purchase, shipping and installation of the playground equipment should not exceed $40,000.00, with a desired split of $25,000 for a play structure 5-12 year old children may use and $15,000 for a play structure 2-5 year old children my use. 2. In order to meet Minnesota Statute allowing the purchase of playground equipment to be exempt from Minnesota sales tax two separate proposals should be submitted. One proposal should show the playground equipment and the cost associated with purchasing it. A second proposal should show at least two quotes on the cost to install the playground equipment. In addition the vendor selected for the purchase of the playground will need to enter into purchasing agent contract with the City and complete Form ST3 Certificate of Exemption, which will be provided to the vendor selected after the selection process has been completed. 3. Any playground equipment and installation proposals that are submitted over this amount will be rejected. 4. The quote amount for the purchase of the equipment and two quote amounts for the playground equipment to be installed should be included on the proposal submitted and should also be submitted on the Submittal of Quote Form below. 5. The city shall perform the site work in preparation for the installation of the playground equipment. There currently is existing playground equipment in the park that will remain. The new playground equipment should be integrated with the existing playground equipment. 6. The city shall be responsible for installing a concrete border around the new playground equipment. The City shall perform the construction of a new border to the dimensions indicated in the playground concept chosen by the City. Installation of the border will occur after the playground equipment has been installed. 7. The playground surfacing material will be purchased separately from the proposals submitted. The City shall be responsible for purchasing and immediately installing the surfacing material under and around the playground equipment after it has been installed. Proposals may include a quote based on a cubic yard cost for wood fiber, but in no way does it bind the city to purchase the wood fiber from the vendor selected. 8. The City is seeking proposals that are innovative or offer unique playground equipment to the city. Selection of the playground equipment will be based primarily on the most innovative and/or uniquely designed playground equipment. There is no preferred theme to follow. It is up to each vendor to submit the most innovative or unique equipment they sell. 9. Number of years the playground equipment is covered under full warranty should be included with the proposal. At a minimum there should be a 20 year warranty on the playground equipment. 10. Poles for the playground equipment should be at a minimum 3 ½ inches OD for the playground equipment proposal designed and submitted for 2-5 year old children and at a minimum 5 inches OD for the playground equipment proposal designed and submitted for 5-12 year old children. 11. Paint on all poles, arches, railings and climbers should be powder coated. 12. Dimensions for a concrete border around all playground equipment and swings should be shown on the concept plan. 13. Playground equipment should be constructed from recycled materials as much as possible. If there is recycled material used in the playground equipment, a percentage of recycled materials used in the construction of the playground equipment should be provided with the proposal submitted if possible. 14. The playground equipment proposal should show separate play structures for ages 2-5 year and 5- 12 year old children. 15. There should be a stand-alone welcome and informational sign that should be included and installed with the playground equipment. 16. Components of the playground equipment for 2-5 year old children should meet the following minimum requirements: • There should be at least one play component that utilizes balance • There should be at least two climbing apparatus that either provide access to a deck or are stand alone structures • There should be a minimum of at least two slides • There should be at least a minimum of two ground level play components with at least one ground level play component being a spring rider and at least one ground level component being some type of play panel • At a minimum the playground equipment should have at least one deck with a roof • At least one bay of two swings at a height of 8 feet with bucket swing seats The proposal submitted should call out the equipment that meets each of the requirements. It is acceptable if the equipment being proposed exceeds the above requirements. 17. If a traditional deck system play structure is being proposed, components of playground equipment for 5-12 year old children should contain at a minimum the following: • at least one ground level play components being a spring rider • at least three slides • at least one component that solely promote the use of upper body muscles. • at least two components that utilizes balance • at least one deck with a roof • at least three climbing apparatus that either provide access to a deck or are stand alone structures • at least one bay of two swings at a height of 10 feet with belt swing seats The proposal submitted should call out the equipment that meets each of the requirements. It is acceptable if the equipment being proposed exceeds the above requirements. 18. A non-traditional, non-deck stand-alone play structure may also be proposed since the existing traditional deck system play structure will remain. 19. Selection of the playground equipment for this project will be based on the following criteria: most innovative and/or uniquely designed; most closely meets the specifications identified above; is able to submit a cost estimate to purchase and install the playground equipment that does not exceed $40,000 for both play structures; the total number of play components that are received for the proposal submitted when compared to other proposals; and the warranty coverage time period. 20. The city reserves the right to reject any and/or all playground equipment proposals submitted. 21. The proposal submitted should include a submittal of one large drawing of the playground equipment that is proposed to be installed that is at least 24 x 36 inch (or as close as possible) colored plan. 22. 2 color copies of the proposal on an 8 ½ x 11 inch size paper should be submitted. On this handout, information should be included that reflects the overall total playground equipment border dimensions that allows all playground equipment and swings sets to fit inside, color scheme, number of play components, names of the play components and carrying capacity of the playground equipment. 23. Please do not submit any catalogs with your proposal. 24. A statement also must be made that the playground manufacturer is a current IPEMA member. 25. A statement must be made that the playground equipment complies with all current ASTM and CPSC guidelines and standards. 26. Insurance Requirements are as follows: The vendor’s insurance company will waive its right to assert the immunity of the City as a defense to any claims made under said insurance. The vendor shall take out and maintain during the life of the contract, vendor’s General Liability & Automobile Insurance, including vendor’s Contingent or Protective Insurance to protect the vendor from damage claims arising for operations under this contract, which shall protect him or her and any subcontractor performing work covered by this contract, from claims for damages for personal injury including accidental death under this contract whether such operations by him or herself or by any subcontractor or by anyone directly or indirectly employed by either of them and the amounts of the insured shall be as follows: Worker’s Compensation Insurance Coverage B – Employer’s liability with limits of not less than: $100,000 Bodily injury by disease per employee $500,000 Bodily injury by disease aggregate $100,000 Bodily injury by accident The vendor and his/her subcontractors, if any, must provide Worker’s Compensation Insurance for all employees, in accordance with the statutory requirements of the State of Minnesota, including Coverage B, Employer’s liability. Evidence of subcontractor insurance shall be filed with the vendor. Automobile Liability Insurance 1. Minimum limits of liability coverage for passenger vehicles such as car, van or pickup truck, unless it be being used to perform the service. If vehicle is towing equipment or a commercial vehicle, and all other vehicles then liability limits shall be the same as required under #c. General Liability Insurance, below. 2. Required Coverages The vendor and his/her subcontractors, if any, shall maintain insurance to cover liability arising out of the operations, use, or maintenance of all owned, non-owned and hired automobiles. Evidence of subcontractor insurance shall be filed with the vendor. General Liability Insurance Minimum limits of liability shall be as follows: • $2,000,000 Per Occurrence • $2,000,000 Annual Aggregate • $2,000,000 Annual Aggregate applying to Products/Completed Operations Insurance coverages should include the following: • Premises and Operations Bodily Injury and Property Damage • Personal and Advertising Injury • Blanket Contractual • City of Farmington listed as additional insured The vendor shall maintain insurance to cover claims, which may arise from operations under a contract with the City, whether such operations are by vendor or subcontractor or by anyone directly or indirectly employed under this contract. If vendor’s work involves working with, or the potential release of, a hazardous substance, then the vendor shall be required to procure double the insurance policy limits of those above. CONTRACT INSURANCE REQUIREMENTS - SUPPLEMENTAL Should your proposal be selected and the City contract with your company, you will be required to submit a Certificate of Liability Insurance policy that will be in compliance with the specifications in the contract. An important requirement of the contract insurance is that the City be listed as “Additional Insured” by being added to your liability policy by endorsement. This endorsement must accompany the certificate and must be provided to the City prior to the Contractor beginning any work for the City. It may be mailed via regular U.S. mail to: Mailing address: Randy Distad City of Farmington 430 Third Street Farmington, MN 55024 or may be emailed to: Email address: rdistad@ci.farmington.mn.us PRAIRIEVIEW PARK PLAYGROUND PROJECT EQUIPMENT AND MATERIALS QUOTE SUBMITTAL FORM Submit your company’s quote below for the Prairieview Park Playground Equipment Project. Your project quote should include the following itemized costs: • Cost for all playground equipment, shipping and other materials The deadline to submit your playground equipment conceptual design plan proposal for Prairieview Park is Monday, February 20, 2017 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 Vendor Submitting Bid: ____________________________________________________ Contact Person: ___________________________________________________________________ Address: _________________________________________________________________________ Work Phone Number: _______________________________________________________________ Email Address: ____________________________________________________________________ Date Quote Submitted:_______________________________ Prairieview Park Playground Project Equipment and Materials Total Quote Amount Including Shipping: $_____________________________ PRAIRIEVIEW PARK PLAYGROUND PROJECT EQUIPMENT INSTALLATION QUOTE #1 SUBMITTAL FORM Submit your company’s quote below for the Prairieview Park Playground Equipment Project. Your project quote should include the following itemized costs: • Cost to install all playground equipment The deadline to submit your playground equipment installation quote for Prairieview Park is Monday, February 20, 2017 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 Vendor Submitting Bid: ____________________________________________________ Contact Person: ___________________________________________________________________ Address: _________________________________________________________________________ Work Phone Number: _______________________________________________________________ Email Address: ____________________________________________________________________ Date Quote Submitted:_______________________________ Quote #1 Prairieview Park Playground Equipment Installation Amount: $_____________________________ PRAIRIEVIEW PARK PLAYGROUND PROJECT EQUIPMENT INSTALLATION QUOTE #2 SUBMITTAL FORM Submit your company’s quote below for the Prairieview Park Playground Equipment Project. Your project quote should include the following itemized costs: • Cost to install all playground equipment The deadline to submit your playground equipment installation quote for Prairieview Park is Monday, February 20, 2017 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 Vendor Submitting Bid: ____________________________________________________ Contact Person: ___________________________________________________________________ Address: _________________________________________________________________________ Work Phone Number: _______________________________________________________________ Email Address: ____________________________________________________________________ Date Quote Submitted:_______________________________ Quote #2 Prairieview Park Playground Equipment Installation Amount: $_____________________________ City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Approve P rairieview Park S helter DATE:March 8, 2017 BACKGROUND Staff mailed R eq ues t for Proposals (RFP) to s ix vendors who sell and install p ic nic s helters . A copy of the RF P c an b e fo und in the meeting p acket. Includ ed in your pac ket are the pic nic shelter propos als that were received fro m three o f the s ix vend o rs . Staff has reviewed and has c o mp ared eac h of the proposals. Staff is recommending p urc hasing the shelter fro m No rthland R ecreatio n b ecaus e it offers the larges t shelter at the lowes t s quare foot c o s t. Staff is recommend ing to the Co mmis s io n to s elect a roof and frame c o lo r that c omplements the playground colo rs o f green, tan and burgundy. In your pac ket, there is a ro o f and frame color c hart for the Co mmis s io n to review. The C o mmis s io n is being as ked to make a recommend ation to the C ity C o uncil ab o ut the company the c ity sho uld purc has e a s helter from. The Commis s ion sho uld als o review and s elec t a roof and frame color. ATTACHMENT S: Type Des criptio n Exhibit Prairieview Park Shelter Request for Proposal Exhibit St. Croix Recreation shelter proposal Exhibit Northland Recreation Prairieview Park Shelter Proposal Exhibit MN Wisc Playground Prairieview Park Shelter Proposal FARMINGTON PARKS AND RECREATION DEPARTMENT 2017 PRAIRIEVIEW PARK SHELTER PROJECT REQUEST FOR PROPOSALS JANUARY 20, 2017 INTRODUCTION The Farmington Park and Recreation Department would like to invite you to submit a proposal for a new shelter to be constructed in Prairieview Park. The physical address for the park is 1100 12th Street, Farmington, MN 55024. 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 shelter is to be constructed in the park. The deadline to submit your conceptual design plan proposal for a shelter in Prairieview Park is Monday February 27, 2017 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 may also be submitted but must be in a PDF format. The Park and Recreation Advisory Commission (PRAC) will be reviewing the conceptual design plan proposals that have been submitted at its March 8, 2017 meeting and will be forwarding a recommendation to the City Council for the purchase of the shelter at that time. 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 SHELTER SPECIFICATIONS The following minimum specifications must be met: 1. The current budget for the shelter is $35,000.00. Any proposed conceptual design plan proposal that is submitted over this amount will be rejected. 2. The shelter should be either rectangular or square shaped. 3. The roof should have at a minimum an 8:12 pitch. 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) and the cupola roof should be the same pitch as the shelter roof proposed. 6. The shelter may have a one or two tier style roof. 7. The roof should be made of at least a 24 gauge painted galvanized steel panels. 8. 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. 9. There should be one electrical knockout in each of the posts. 10. The shelter shall have at a minimum a snow load of 50 psf and a 90 mph wind load. 11. There should be at least a minimum of 8 feet head clearance from top of concrete slab to all support beams 12. 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. 13. 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 6 inches. • All material excavated shall be removed from the site. • Then 6 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. 14. 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. • The concrete slab shall be reinforced with rebar. Concrete reinforcing steel rebar shall conform to the Standard Specifications for Rebar for Concrete Reinforcement of ASTM A615/A615M: Deformed and plain carbon steel bards for concrete reinforcement. #4 rebar shall be placed in a 36 inch by 36 inch grid. The bottom of the grid shall be located vertically within the slab 2 inches from the bottom of the slab. A 2 inch clearance shall be maintained between the outside edge of the slab and any rebar. • 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. • The concrete slab should be scored completely around the concrete footings 15. 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 the 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. 16. 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. 17. Underground Utility Locations: The contractor installing the shelter will be required to place the Gopher One call for locating underground utilities. 18. A statement also must be made somewhere in your proposal that states 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. 19. Any other shelter materials and its construction not identified in the above specifications shall comply with all 2012 International Building Code requirements and 2015 Minnesota State Building Code Amendments. 20. Submit on the included Shelter Materials Quote Submittal Form your quote for the total cost of the shelter materials and shipping. 21. Submit on the included Shelter and Concrete Installation Quote Submittal Form two quotes for the cost of labor to construct the shelter and the concrete material and labor and for the footings and slab. 22. 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. 23. The construction entrance to Prairieview Park is located on the south side of Hickory Street West. All equipment used by the contractor or subcontractor(s) should access the park site via Hickory Street into the park. Under no circumstances should any other entrances to the park be used. 24. Selection Criteria: Selection of the shelter for the 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 $35,000 • 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. 25. The City reserves the right to reject any and/or all picnic shelter conceptual design plan proposals submitted. 26. In order to meet Minnesota Statute allowing the purchase of the shelter to be exempt from Minnesota sales tax two separate proposals should be submitted. One proposal should show the shelter and the cost associated with purchasing it. A second proposal should show at least two quotes on the cost to install the shelter, the cost of concrete materials for the footings and slab and labor to pour the concrete footings and slab. In addition the vendor selected for the purchase of the shelter will need to enter into purchasing agent contract with the City and complete Form ST3 Certificate of Exemption, which will be provided to the vendor selected after the selection process has been completed. 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 shelter that is being proposed to be constructed in Prairieview Park. • Two (2) 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 shelter; total square footage; roof pitch; ceiling height; color choices for the roof and the frame; cupola detail and construction material. • identify total square footage somewhere on the conceptual design plan proposal based on inside post to inside post dimensions • A statement must be made somewhere stating the 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. PRAIRIEVIEW PARK SHELTER MATERIALS QUOTE SUBMITTAL FORM Submit your company’s quote below for the Prairieview Park Shelter Project. Your project quote should include the following itemized costs: • Cost for all shelter materials and shipping The deadline to submit your park shelter conceptual design plan proposal for Prairieview Park is Monday, February 27, 2017 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 Vendor Submitting Bid: ____________________________________________________ Contact Person: ___________________________________________________________________ Address: _________________________________________________________________________ Work Phone Number: _______________________________________________________________ Email Address: ____________________________________________________________________ Date Quote Submitted:_______________________________ Prairieview Park Shelter Materials and Shipping Total Quote Amount: $_____________________________ QUOTE #1 PRAIRIEVIEW PARK SHELTER AND CONCRETE INSTALLATION SUBMITTAL FORM Submit your company’s quote below for the Prairieview Park Shelter Project. Your project quote should include the following itemized costs: • Cost for labor to install the shelter • Cost of concrete material for footings and slab • Labor to pour concrete footings The deadline to submit your shelter and concrete installation quote for Prairieview Park is Monday, February 27, 2017 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 Vendor Submitting Bid: ____________________________________________________ Contact Person: ___________________________________________________________________ Address: _________________________________________________________________________ Work Phone Number: _______________________________________________________________ Email Address: ____________________________________________________________________ Date Quote Submitted:_______________________________ Quote #1 Prairieview Park Shelter and Concrete Installation Amount: $_____________________________ QUOTE #2 PRAIRIEVIEW PARK SHELTER AND CONCRETE INSTALLATION SUBMITTAL FORM Submit your company’s quote below for the Prairieview Park Shelter Project. Your project quote should include the following itemized costs: • Cost for labor to install the shelter • Cost of concrete material for footings and slab • Labor to pour concrete footings The deadline to submit your shelter and concrete installation quote for Prairieview Park is Monday, February 27, 2017 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 Vendor Submitting Bid: ____________________________________________________ Contact Person: ___________________________________________________________________ Address: _________________________________________________________________________ Work Phone Number: _______________________________________________________________ Email Address: ____________________________________________________________________ Date Quote Submitted:_______________________________ Quote #2 Prairieview Park Shelter and Concrete Installation Amount: $_____________________________ City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Commission Member P hoto DATE:March 8, 2017 BACKGROUND Annually a group pho tos is taken of the Commis s ion s o it can be p o s ted on the c ity's website. Assuming everyo ne from the C o mmis s io n is able to attend the meeting, staff wo uld like to take a gro up p hoto of Commission memb ers and then post it on the c ity’s web s ite. Please come to the meeting p hoto -read y!! City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Review 2017 Annual Wo rk Plan DATE:March 8, 2017 BACKGROUND Inc luded in yo ur p acket is the Commission’s 2017 wo rk p lan, whic h was approved at the February 8, 2017 meeting. Chair Johns on will review the wo rk plan and Co mmis s io n members will id entify d uring the meeting which of the work plan items have b een comp leted s inc e the February 8, 2017 meeting. Ad d itionally, work p lan items to be ad d res s ed at the Ap ril 12, 2017 meeting sho uld als o be d is c us s ed and id entified . ATTACHMENT S: Type Des criptio n Exhibit 2017 Annual Work Plan FARMINGTON PARK AND RECREATION COMMISSION 2017 WORK PLAN Goal #1: Meet with the City Council at least once in 2017. 1. By April 1, the Commission will have identified a date to meet with the City Council in a work session setting and will identify possible agenda topics for discussion during the meeting. 2. By June 1, develop and recommend to City Council a long-term funding plan for park improvement fund. 3. By October 1, the Commission will have had a work session with the City Council and discussed during the workshop the long term funding plan for the park improvement fund and any other agenda topics identified. Goal #2: Develop and prioritize a list of parks, trails and recreational facilities improvement projects to be completed in 2018. 1. By April 1, the Commission will have discussed and identified a list of 2018 improvement projects to be completed in park, trails and recreational facilities. 2. By May 1, the Commission will have discussed and identify possible funding sources for the 2018 improvement projects. 3. By September 1, the Commission will have met with the City Council to discuss the 2018 improvement projects and how the project(s) may be funded. 4. By September 15, at least one of the projects recommended for funding in 2018 will be included in the approved 2018 preliminary budget. Goal #3: Continue to build and strengthen relationships with Empire Township’s Park and Recreation Commission (ETPRC). 1. By April 1, discuss and determine a date to have a joint meeting with ETPRC. 2. By June 1, a date will have been set to have a joint meeting with ETPRC. 3. By August 1, discuss and formulate a list of discussion topics for a joint meeting agenda with ETPRC. 4. By October 1, a meeting will have been held with ETPRC. Goal #4: Participate in the process of making improvements in Prairieview Park. 1. By January 11, the Commission will have approved the improvements to be completed. 2. By March 1, the RFP specifications for new playground equipment, a new picnic shelter and a basketball court will have been reviewed and approved. 3. By April 15, the Commission will have reviewed playground equipment, picnic shelter and basketball court proposals and made a recommendation to the City Council on the purchase and construction of these improvements. 4. By May 15, the City Council will have approved the purchase and labor for the construction of the improvements 5. By October 30, construction of improvements will have completed. Goal #5: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. 1. By March 1, the Commission will have received a presentation by professional staff members of the Department’s 2016 Annual Report. 2. By May 1, Commission members will have received a presentation from staff on the results of the Schmitz-Maki Arena’s ice season. 3. By August 1, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. 4. By October 1, Commission members will have received a presentation from staff on the results of the summer programs offered. 5. By October 1, Commission members will have received a presentation from staff about the outdoor pool season. 6. By November 1, Commission members will have received a presentation from staff about the spring turf season and summer ice season. 7. By November 1, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Goal #6: Work with City staff on the city’s 2040 Comprehensive Plan Parks, Recreation and Open Space Systems Plan Update. 1. Develop an outline for the Parks, Recreation and Open Space Chapter in the City’s Comprehensive Plan that can be used as the framework for the city’s 2040 comprehensive plan. 2. Assess and prioritize outdoor athletic field needs by May 1. 3. Update the five-year Park Improvement Fund’s Capital Improvement Plan (CIP) to include parks that have been recently acquired and to also rotate existing parks into the five year CIP by June 1. 4. Through the assistance of the Parks and Recreation Department staff create a five year Capital Improvement Plan for the Farmington Civic Arena and Outdoor Pool by July 1. 5. Analyze and determine possible future dedicated funding sources for parks and trail development or redevelopment by July 1. 6. Analyze and determine future direction for the city’s recreational facilities by October 1. 7. Complete Park, Recreation and Open Space Chapter by December 31. Goal #7: Participate in the master planning process for Marigold and Prairie Pines Parks 1. Work with staff and consultant to provide a public input meeting in order to receive community input on the development of the Prairie Pines park master plan by January 31. 2. At one of its meetings receive a presentation from staff and consultant on draft master plans for Marigold Park and Prairie Pines Park, allow public input on the draft during the meeting and then forward recommended master plans for both parks to the City Council by February 28. 3. City Council will review the recommended master plans, allow additional public input and then approve the master plans by March 31. Goal #8: Work with Park and Recreation Department staff to explore offering a program and/or events in different parks. 1. By May 1, 2017 solicit Farmington service organizations about their interest in offering a special event and/or program in a city park in order to expand programs and events in the parks. 2. By June 1, and after discussing possible opportunities and obstacles, determine at least one possible program and/or event that could be held in a different location in 2018 from where it is usually held. 3. By December 31, staff will develop a plan and review it with the Commission about the program and/or event that will be held in a different location in 2018, so it can be advertised in the City News and Recreation Guide. Goal #9: Initiate a trail wayfinding signage program. 1. Determine and approve initial trail loop locations for signage program by January 31. 2. Work with company in the design and graphics of a trail sign that can be installed at trail heads by April 30. 3. Work with city staff on the installation of the new wayfinding signage in the locations determined in the parks by July 31. 4. Hold a ribbon cutting of new trail signs by September 1. 5. Work with the Heritage Preservation Commission to incorporate wayfinding signage program for historical properties in the city by September 1. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:City Counc il Meeting and Park To ur DATE:March 8, 2017 BACKGROUND This is an item o n the Co mmis s io n’s 2017 Annual Wo rk Plan. Bec ause the City Counc il’s wo rk s es s io ns fill up, staff felt that a dis c ussion sho uld o cc ur early in the year in o rd er to have time to s elec t a date that will work for b o th the C o mmis s io n and City Counc il to have a jo int meeting. The Commiss io n and City Counc il have als o d o ne a park and fac ilities tour every other year. S inc e there wasn't a to ur in 2016, there will b e a tour in 2017. A d is cus s io n s hould happen about a possible d ate fo r the tour and whic h parks and fac ilities s hould be to ured. Please come p rep ared to d is cus s a tour date and p o s s ib le fac ility and p ark lo catio ns you are interes ted in having the Co mmis s ion and City Co uncil tour. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Commission Ro und tab le F o rmat DATE:March 8, 2017 BACKGROUND The Roundtable p o rtion of the agenda allo ws C o mmis s io n memb ers to share informatio n o r ask ques tions o f staff about items no t o n the agenda. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Projec t Updates DATE:March 8, 2017 BACKGROUND Staff will provide informatio n at the meeting to Commission members ab out the following items : City's 2040 Comprehensive Plan Update Prairie P ines and Marigold Park Master Plans S tatus City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Agenda Items fo r April 12, 2017 Meeting DATE:March 8, 2017 BACKGROUND The fo llo wing are p o s s ib le to p ics s taff has identified fo r the Commission to c ons id er includ ing on the April 12, 2017 meeting agend a: 2017 Annual Wo rk Plan Review 2040 Comprehensive P lan Update Prairieview P ark Playground Equip ment and Shelter Status