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5.5. Lake Ann Ballfield Lighting Project: Designation of Chanhassen Lions Field, Order Plans & Specs.1 1 I MEMORANDUM ' TO: ' FROM: DATE: SUBJ: n CITY OF ss CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 Don Ashworth, City Manager Todd Hoffinan, Park & Recreation Director July 17, 1996 Action by City AdministNto Endorse ti Modifie Rejected_ Dat 7 Date Submitted to Commissim Date Submitted to Council - 7 -Z2 -9 f- Consider Designation of Chanhassen Lions Field, Order Plans & Specifications, Lake Ann Park Ballfield Lighting Project BACKGROUND The Park & Recreation Commission has been considering a ballfield lighting project for a number of years. In 1995, the commission designated $10,000 as seed money to attract money in an attempt to attract a partner to light the Lake Susan Park ballfield. Two factors doomed that proposal. First the $10,000 did not represent a large enough "seed" and, secondly, a big push for lights at Lake Susan Park was not being made. In preparing the 1996 Park Acquisition and Development Capital Improvement Program, the commission considered the following factors relating to ballfield lighting: • The thought of a partner or "sponsor" was still desirable. • An increase in the "seed" money would be necessary. • To accommodate increased field needs, lighting existing fields in lieu of constructing new fields was still a good option. • Lake Ann Park was /is experiencing a "bottleneck" of field requests. Lighting Lake Ann fields in lieu of creating a lighted baseball field at Lake Susan Park became the preferred option. • The Lake Ann Park ballfields represent the largest and most adaptable facility for ball games, leagues, and tournaments within the city. The addition of more lighted fields would further enhance the capabilities of this facility. Mr. Don Ashworth July 17, 1996 Page 2 OUTCOMES Fields 5 and 6 were identified for a lighting project in the 1996 Park Acquisition and Development ' CIP. $60,000 was budgeted as "seed" money. Park & Recreation Commissioners sent letters of inquiry seeking project partners to the Chanhassen Lions, the Chanhassen American Legion Club, the Chanhassen Athletic Association, and the Victoria Lions Club (see attached letters). t RESPONSE TO INQUIRIES In response to these inquiries, the Chanhassen American Legion has donated $2,000 and the ' Chanhassen Lions Club has pledged a $98,000 contribution. The Lions have delivered a check for $24,000 and will contribute an additional $24,000 from their gambling account over the next three years; with the fourth year contribution covering the remaining costs (not to exceed a grant total of $98,000). In return for this pledge, the Chanhassen Lions Club would like the following assurances: • Field No. 4 be designated "Lions Field." • The field will be lighted. • Spectator seating will be enhanced. • An entrance monument and "Lions Field" sign be installed. • Equal access for youth and adult be maintained on the field. THE CITY'S SHARE ' I have been working with Bruce Chamberlain of Hoisington - Koegler Group, Scott Midness of ' Barton - Aschmann Associates, and Mark Holden of Holden & Associates to assemble the numbers behind this project. These gentlemen and their respective firms were selected to assist the city for good reason. Mr. Chamberlain routinely assists the city on park projects. He is familiar with our ' system and delivers a quality product in a timely fashion. Mr. Midness and Mr. Holden were selected due to their existing positions of responsibility on the Lake Ann Park access boulevard project. In their dual roles, they have an interest in seeing that the areas of cross -over between the , road project and the lighting project progress smoothly. As noted, the original thought was to light fields 5 and 6. Taking into consideration the Lions ' Club's desire to light field 4, the project is now focusing on fields 4 & 5. Preliminary cost estimates for the lights, power distribution, spectator seating enhancement, and Lions Field sign total $201,394. The following chart details these. estimates. ' I Mr. Don Ashworth July 17, 1996 Page 3 0 25- Jun-96 Fund 410 -4710, "Seed Money" $ 60,000. Lions Field - Lake Ann Park, Chanhassen, MN $ 30,000. Fund 410 -4300, Fees for Service $ 10,000. Fund 410 -4705, Contingency $ 7,014. Cost Estimate Proposed City Proposed Uons Costs Costs Description Qty. I Unit Unit Cost Totals Totals FIELD #4 - "UONS FIELD" Bituminous Bleacher Base 450 SF $ 1.70 $765 3 Her Bleachers 2 EACH $1,500 $3,000 Mod. Block Retaining Wall 180 SF $14.00 $2520 Field Lighting - Poles & Fixtures 1 LS $40,000 $40,000 Field Lighting - Power Distribution 1 LS $35,000 $35,000 Grading (rough estimate at this time 1 LS $1,000 $1,000 Entry SI n 1 LS $6,800 $6,800 Sign Landscaping 1 LS $1,000 $1,000 FIELD #5 Field Lighting - Poles & Fixtures 1 LS $40,000 $40,000 Field Lighting - Power Distribution 1 LS $35,000 $35,000 MISCELLANEOUS NSP 3 Phase Power Extension 1 LS no charge tot e City or Uons Design, Engineering &Admin. 1 LS $18,000 $18,000 Subtotal $97,285 $85,800 Contingency 10% $9,729 $8,580 Total $107 1 $94,380 The following funding sources are identified for this project: CITY'S SHARE - $107,014 Fund 410 -4710, "Seed Money" $ 60,000. Fund 410 -4701, Transfer of dollars identified as contingency for the Chanhassen Recreation Center* $ 30,000. Fund 410 -4300, Fees for Service $ 10,000. Fund 410 -4705, Contingency $ 7,014. * To finish out the Chanhassen Recreation Center Project, the commission recognized that a need .may arise for additional investment. At the midway point of 1996, staff does not foresee the need for investing these dollars at the Recreation Center. In fact, we are programmed to open the exterior facilities for limited use in the fall of 1996 and anticipate full operations in the spring of 1997. Mr. Don Ashworth July 17, 1996 Page 4 LION'S SHARE - $94,384 Chanhassen Lions Club Check #1341 payable to the City of $24,000. Chanhassen Underwritten by Fund 410, Park Acquisition & Development $70,380. paid back through future contributions pledged by the Chanhassen Lions Club RECOMMENDATION The Park & Recreation Commission made the following recommendation on June 25, 1996: "Upon conclusion of discussion, Commissioner Meger moved and Commissioner Scott seconded to accept the proposal to designate Field No. 4 as Lions Field and to recommend the city council accept the $98,000 pledge from the Chanhassen Lions Club and transfer $30,000 designated for contingency items at the Chanhassen Recreation Center to the lake Ann Park Ballfield Lighting Project. All voted in favor and the motion carried." If the council concurs with this recommendation, please authorize the preparation of plans and specifications for this project. ATTACHMENTS 1. Letters of Inquiry dated April 9, 1996. 2. Letter to Earl Erickson dated July 2, 1996. 3. Memo to Park & Recreation Commission dated July 19, 1996. c: Earl Erickson, President, Lions Club of Chanhassen g: \park \th \1ionsfie1d.doc i 1 1 April 9, 1996 1 Mr. Roman Roos, President Chanhassen Lions Club 1727 Green Crest Drive Victoria, MN 55386 Dear Roman: CITY OF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 The Chanhassen Park & Recreation Commissionbel parks and recreation. However, in recent years,allfi expanding population. To this end, the commission h lighting on Field Nos. 5 and 6 at Lake Ann Co $100,000 is necessary to sponsor this project � The co capital improvement budget for this project:`Is the Cl $10,000 in this project in 1996 ? :s strongly in providing quality local . availability has not kept pace with our initiated a project to install athletic field Park. An investment of approximately nission has dedicated $60,000 in its 1996 Iassen Lions Club in a position to invest 1 The commission is also sending this letter to the Chanhassen Athletic Association, Chanhassen American Legion Club Post 580, and the Victoria Lions Club,,,,, With your commitment, the commission proposes to commence this work in May or June gf 1996. Members of the i commission or I am available'to meet with you and/or your organization to discuss this proposal and answer auestions . _.__ _ ___ 1 The following "A single weekend soft baIl tournament hosting 50 teams-ca" enirate in excess of $50,000 for the local economy." P ' gP The National Red ion and Park Association/ Pacific Northwes egional Council "The time has come to recognize and promote collaborative efforts in parks and recreation which are committed to our nation's youth." Attorney General Janet Reno, February 15, 1996 Mr. Roman Roos April 9, 1996 Page 2 "Local g overnments are the primary providers of every day recreation facilities and ' services. They provide about 50% of recreation activities available; the federal government provides about 13 %." ' Colorado Parks & Recreation Association The Economic Impact of Recreation, Parks & Leisure Services ' Thank you for your consideration. I look forward to your response. Sincerely, Todd Hoffinan, CLP Park & Recreation Director TH:k c: Mayor and City Council Park & Recreation Commission Don Ashworth, City Manager I 1 1 i April 9, 1996 1 CITY OF CHANHASSEN 690 COULTER DRIVE 0 P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 Mr. Gene Borg, Commander Chanhassen American Legion Post 580 7995 Great Plains Blvd. Chanhassen, MN 55317 Dear Gene: The Chanhassen Park & Recreation Commission.beheves strongly in providing quality local parks and recreation. However, in recent years, .ballfield availability has not kept pace with our expanding population. To this end, the commission has initiated a project to install athletic field lighting on Field Nos. 5 and 6 at Lake Ann Community Park. An investment of approximately $100,000 is necessary to sponsor this project.,'the commission has dedicated $60,000 in its 1996 capital improvement budget for this project " Is the Chanhassen American Legion Post 580 in a position to invest $10,000 in this project in 1996? The commission is also sending this letter to the Chanhassen Lions Club, Chanhassen Athletic Association, and the Victoria Lions; Club. With your commitment, the commission proposes to commence this work in May or Jurie of 1996. Members of thi ommission or I am available to meet with you and/or your organization to discuss this propoea 'and answer questions. The following quotations exemplify the need for�locaI parks"and `recreation: "A single wee end softball to hosting 50 teams can generaten excess of $50,000 for the local economy.' The National Recreation and Park Association/ Pacific Northwest Aefional Council "The time has come to recognize and promote collaborative efforts in parks and recreation which are committed to our nation's youth." Attorney General Janet Reno, February 15, 1996 Mr. Gene Borg April 9, 1996 Page 2 "Local governments are the primary providers of every day recreation facilities and services. They provide about 50% of recreation activities available; the federal government provides about 13 %." Colorado Parks & Recreation Association The Economic Impact of Recreation, Parks & Leisure Services Thank you for your consideration. I look forward to your response. Sincerely, Todd Hoffinan, CLP Park & Recreation Director TH:k c: Mayor and City Council Park & Recreation Commission Don Ashworth, City Manager 1 1 i 1 1 April 9, 1996 1 L Mr. Donald Dyer Victoria Lions Club 6530 Aster Trail Excelsior, MN 55331 Dear Don: CITY OF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 The Chanhassen Park & Recreation Comm parks and recreation. However, in recent y expanding population. To this end, the cor lighting on Field Nos. 5 and 6 at Lake Ann $100,000 is necessary to sponsor this proje capital improvement budget for this projec $10,000 in this project in 1996? ion bel%ves strongly in providing quality local S, ball field availability has not kept pace with our nss on fir initiated a project to install athletic field )mmunrty Park. An investment of approximately The commission has dedicated $60,000 in its 1996 s the Victoria Lions Club in a position to invest 1 The commission is also sending this letter to Chanhassen Lions Club, Chanhassen Athletic Association, and the Chanhassen American Legion Club Posty580. With your commitment, the commission proposes to commence this work in May or June of 1996. Members of the ' commission or I am available to meet with you and/or your organization to discuss this proposal and answer q uestions The following quo irons exe`mplify need flor ocai parks and recreation: 1 "A single weekend sofiball'tournament hosting 50 teams can generate in excess of $50,000 for the local economy." I J 1 The National Re ion and Park Association/ Pacific Northwest egional Council 1 "The time has come to recognize and promote collaborative efforts in parks and recreation which are committed to our nation's youth." 1 Attorney General Janet Reno, February 15, 1996 Mr. Donald Dyer April 9, 1996 Page 2 "Local governments are the primary providers of every day recreation facilities and services. They provide about 50% of recreation activities available; the federal government provides about 13 %." Colorado Parks & Recreation Association The Economic Impact of Recreation, Parks & Leisure Services Thank you for your consideration. I look forward to your response. Sincerely, Todd Hoffman, CLP Park & Recreation Director TH:k c: Mayor and City Council Park & Recreation Commission Don Ashworth, City Manager I 1 1 1 April 9 1996 1 CITY OF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 Mr. Scott Molencamp, President Chanhassen Athletic Association 8137 Dakota Lane Chanhassen, MN 55317 Dear Scott: The Chanhassen Park & Recreation Comm parks and recreation. However, in recent y expanding population. To this end, the cor lighting on Field Nos. 5 and 6 at Lake Ann $100,000 is necessary to sponsor this proje capital improvement budget for this project to invest $10,000 in this project in 1996 w5blieves strongly in providing quality local �g wo J llfield availability has not kept pace with our sion hs initiated a project to install athletic field mumty]Park. An investment of approximately .he commission has dedicated $60,000 in its 1996 the Chanhassen Athletic Association in a position The commission is also sending this letter to the Chanhassen Lions Club, Chanhassen American Legion Club Post 580, and the Victoria Lions Club,. With your commitment, the commission proposes to commence this workin May or June of 1996. Members of the commission or I am available to meet with you�and/or your organization to discuss this proposal and answer questions. The following 1 "A single weekend softball tournament hosting 50 teams,can enerate in excess of :. "Will $50,000 for the local economy " r go ' The National Red ea on and Park Association/ Pacific Northwes egional Council 1 "The time has come to recognize and promote collaborative efforts in parks and recreation which are committed to our nation's youth." 1 Attorney General Janet Reno, February 15, 1996 Mr. Scott Molencamp April 9, 1996 Page 2 "Local g overnments are the primary providers of every day recreation facilities and ' services. They provide about 50% of recreation activities available; the federal government provides about 13 %." ' Colorado Parks & Recreation Association The Economic Impact of Recreation, Parks & Leisure Services , Thank you for your consideration. I look forward to your response. ' Sincerely, Todd Hoffman, CLP , Park & Recreation Director TH:k c: Mayor and City Council ' Park & Recreation Commission Don Ashworth, City Manager July 2, 1996 CITY'OF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 0 FAX (612) 937 -5739 ' On July 22, 1996, I will be presenting the "Lions Field" concept and Lake Ann Park Ballfield Lighting Project to the City Council. At that time, the City Council will be asked to approve the Lions Field concept and authorize the preparation of plans and specifications for this project. As discussed, the Lions' investment schedule will include the initial investment of $24,000 on June 28, 1996 and three subsequent installments. It ' is understood that future investments are contingent upon the success of the Lions' charitable gambling operations. ' Earl, I cannot express how pleased I am to have the honor of recommending the City Council enter into a joint project of this magnitude with the Chanhassen Lions. I will keep you up to date on the events that will take place on the evening of the July 22 City ' Council meeting. We would be honored to have members of your club in attendance at that meeting. n Mr. Earl Erickson, President ' Chanhassen Lions Club 6341 Minnewashta Woods Drive Excelsior, MN 55331 Dear Mr. Erickson: ' Thank you for the great news! I was extremely pleased to hear that the Chanhassen Lions Club general membership approved a $98,000 contribution to the Lake Ann Community ' Park Ballfield Lighting Project. Please extend my warmest regards to the membership. ' As you are aware, the Chanhassen Park and Recreation Commission is excited about your interest in joining the City in this work. On Tuesday, June 25, 1996, Commissioner Meger moved and Commissioner Scott seconded the approval of the Lake Ann Park ' "Lions Field" concept and recommended the City Council accept the Lions Club's $98,000 pledge to the project. All commissioner's voted in the affirmative and the motion passed unanimously. ' On July 22, 1996, I will be presenting the "Lions Field" concept and Lake Ann Park Ballfield Lighting Project to the City Council. At that time, the City Council will be asked to approve the Lions Field concept and authorize the preparation of plans and specifications for this project. As discussed, the Lions' investment schedule will include the initial investment of $24,000 on June 28, 1996 and three subsequent installments. It ' is understood that future investments are contingent upon the success of the Lions' charitable gambling operations. ' Earl, I cannot express how pleased I am to have the honor of recommending the City Council enter into a joint project of this magnitude with the Chanhassen Lions. I will keep you up to date on the events that will take place on the evening of the July 22 City ' Council meeting. We would be honored to have members of your club in attendance at that meeting. n Mr. Earl Erickson July 2, 1996 Page 2 Again, thank you for all your support. Sincerely, Todd Hoffinan Park and Recreation Director c: Park and Recreation Commission Mayor and City Council Don Ashworth, City Manager Todd Gerhardt, Asst. City Manager Patty Dexter, Recreation Supervisor Jerry Ruegemer, Recreation Supervisor rt FOR IMMEDIATE RELEASE ' Chanhassen Lions Pledge $98,000 to Lake Ann Community Park Project ' The Chanhassen Park and Recreation Commission went fishing for help on a Lake Ann Park Ballfield Lighting Project. What they reeled in turned out to be a real whopper! The Chanhassen Lions Club has pledged $98,000 towards the project contingent upon conditions of approval which will be reviewed by the City Council on July 22, 1996. ' The conditions are: ' • Field #4 will be designated "Lions Field" • The field will be lighted • Spectator seating will be enhanced ' • A "Lions Field" sign and dedication monument will be installed • Both youth and adult leagues have equal access In return for this, the Lions Club will contribute $98,000 in four installments. The first ' installment to be paid in June of 1996 with the remaining three to follow. All contributions are contingent upon the continuation of the Lions charitable gambling ' operation. ' For information contact: Todd Hoffman Park and Recreation Director City of Chanhassen ' 690 Coulter Drive Chanhassen, MN 55317 (612) 937 -1900 ext. 121 ' GApark \th\l- pressrr Earl Erickson President Chanhassen Lions Club 6341 Minnewashta Woods Drive Excelsior, MN 55331 (612) 474 -2325 CITY OF S CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 ' (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Park and Recreation Commission FROM: Todd Hoffinan, Director of Parks and Recreation DATE: June 19, 1996 SUBJ: Proposal to Designate Field No. 4 at Lake Ann Park as Lions Park At the encouragement of the Commission, local service clubs were contacted to assess their interest in participating in a ballfield improvement project at Lake Ann Park. I am pleased to report that two organizations responded positively. The Chanhassen American Legion has pledged $2,000 towards the overall lighting project. The Chanhassen Lions Club is considering a $100,000 contribution. Roman Roos, President, and Earl Erickson, First Vice - President of the club, will be conferring with the general membership on June 25, which is the same night as the Commission meeting. We are hopeful that the general membership will confirm this contribution. The Proposal • Field # 4 will be designated "Lions Field ". • The field will be lighted. • Spectator seating will be enhanced. • An entrance monument and "Lions Field" sign will be installed. • The Lions Club will contribute $100,000* towards these improvements. *The contribution would be staged over a defined period of time and would be contingent upon the contribution of charitable gambling. Things to Know The attached concept plan was designed for field #6. (The Commission had previously identified fields #5 and #6 for the project.) The Lions prefer field #4 due to its proximity to the concession stand. For their purpose, I concur with this assessment. A new concept plan for field #4 will be prepared for Tuesday night's meeting. The Lions Club and staff would like to know the Commission's position on this proposal. G: \park \th \lionsfld u n 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 7- Jun -96 Uons Field - Lake Ann Park, Chanhassen, MN Cost Estimate Proposed City Proposed Lions Costs Costs Description A Unit Unit Cost Totals Totals I FIELD #6 - "LIONS FIELD" 6' Bituminous Troll & Bleacher Base I 5000 SF $1.70 $8,500 3 71erBleachers I 2 EACH $1,500 $3,000 Mod. Block Retaining Wall ! 295 SF $14.00 $4,130 Field U htin - Poles & Fixtures 1 LS $40,000 $40,000 Field U htin - Power Distribution 1 LS $35,000 $35,000 Grading (rough estimate at this time 1 LS $2,500 $2,500 Entry Sin 1 LS $6,800 $6,800 Sign Landscapin 1 LS $3,000 $3,000 FIELD #5 Reid U htin - Poles & Fixtures 1 LS $40,000 $40,000 Field Lighting - Power Dlstributlon 1 LS $35,000 $35,000 MISCELLANEOUS NSP 3 Phase Power Extenslon 1 LS no char a to the City or Lions Desl t En ineerin & Admin. 1 LS $18,000 $18,000 Subtotal $108,130 $87,800 Contingency ( 10% $10,813 $8,780 Total ! $118,943 1 $96,580 L 7 OL Y I.1 0 N S F 1 e 1.D " 8 ATl�' W ALKWfi � M�tiw�R. LI Io5 FIE�Q Vpcf- E ofNN pKPK GHPCN 7ser4 0, 1NNQ5 oT°r• Nrri LIUTAt�) I Ir_LU L.:ryul.,1, I laic 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Lake Ann Park Chanharocn, Minnesota N 0 R T H t XP .A 5 Proposed Lions Field:Gateway , Lions Field (Field #4) Retaining Wall 60 seat bleacher Existing I Parking I Existing Shelter a m Existing Parking ---, - I F 71� ©© Hoioington Koegler Group Inc. U 25 50 t oo ©e June 25,1996