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D-7. Accepting Ball Field Improvement Donations, CAACITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone. 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 7901 Park Place Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Website www.ci.chanhassen.mn.us MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Todd Hoffinan, Park &Recreation Director DATE: March 27, 2015 SUBJ: Resolution Accepting Donations of Lake Susan Park Ball Field Scoreboard, Lake Ann Park Ball Field Scoreboards (Fields #2 and #3), Dugout Concrete for Lake Ann Park (Fields #l, #2 and #3) and Labor to Assist with Infield Improvements at the Chanhassen Recreation Center/Bluff Creek Elementary School, Chanhassen Athletic Association and Dugout Club PROPOSED MOTION: "The Chanhassen City Council accepts the donation of approximately $25,500 from the Chanhassen Athletic Association and Dugout Club for Lake Susan Park ball field scoreboard, Lake Ann Park ball field scoreboards (Fields #2 and #3), dugout concrete for Lake Ann Park (Fields #1, #2 and #3), and labor to assist with infield improvements at the Chanhassen Recreation Center/Bluff Creek Elementary School with the conditions noted. Furthermore that staff is directed to prepare correspondence from the Mayor and City Council thanking the Chanhassen Athletic Association and Dugout Club for this generous donation." Approval requires a simple majority vote of the City Council BACKGROUND Representatives of the Chanhassen Athletic Association, led by Mr. Todd Neils, attended the Park and Recreation Commission meetings on February 23 and March 23, 2015. The athletic association would like to donate a variety of ball field - related equipment and improvements to the City. Additionally they are proposing that the City engage in a project to extend the infields at the Chanhassen Recreation Center/Bluff Creek Elementary School fields utilizing city funds and labor combined with athletic association volunteers. All donations exceeding $500 must be approved by the City Council. Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow Mr. Todd Gerhardt April 13, 2015 Page 2 DISCUSSION The Chanhassen Athletic Association (CAA) is a parent/adult-led organization that has successfully administered youth sports programs within the community for over 40 years. The association has partnered with the city on many occasions to work towards improving local athletic facilities. The CAA, in consultation with the Dugout Club, has identified the need or desire for a variety of ball field -related equipment and improvements. The improvements are listed below along with staff's recommendations/conditions: Lake Susan Park Ball Field Scoreboard Donation Proposal - $8,787 The Chanhassen Athletic Association in conjunction with the Dugout Club would like to donate and install a BA -618 electronic scoreboard from Daktronics and AIM Electronics, Inc. for installation at Lake Susan Park. City Conditions: The project include the permanent installation of a Daktronics All Sport Locker Storage System, with the RC -100 control console permanently mounted and include a signal wire to scoreboard, master power switch be installed in conjunction with All Sport Storage Box. All maintenance, repair or replacement costs over $1,000 will be equally shared (City 50% and CAA and/or Dugout Club 50%) for the life of the improvement. Lake Ann Park Ball Field Scoreboards Donation, Field #2 and #3 Proposal - $139319 The Chanhassen Athletic Association in conjunction with the Dugout Club would like to install two BA -2518 electronic scoreboards from Daktronics and AIM Electronics, Inc. for installation at Lake Ann Park, Fields #2 and #3. Conditions: The project include the permanent installation of a Daktronics All Sport Locker Storage System, with the RC -100 control console permanently mounted and include a signal wire to scoreboard, master power switch be installed in conjunction with All Sport Storage Box. All maintenance, repair or replacement costs over $1,000 be equally shared (City 50% and CAA and/or Dugout Club 50%) for the life of the improvement. Lake Ann Park Ball Field #1, #2, #3 Dugout Concrete Donation - $3,400 The Dugout Club proposes to remove 5 inches of infield mix from 6 dugouts, install pressure treated frame and fill with gravel and concrete. Conditions: Any wood concrete forms be removed after construction, concrete shall be factory manufactured and delivered, schedule of work shall be coordinated with the city to minimize conflicts with park users and damage to park areas. g:\park\th\athletic associations\caa donations 4-13-15.docx Mr. Todd Gerhardt April 13, 2015 Page 3 Chanhassen Recreation Center and Bluff Creek Elementary School Infield Expansion — Donation of Labor The Dugout Club proposes to remove 6 ft. of grass and place and spread aggregate to extend all 6 fields at Chanhassen Recreation and Bluff Creek fields. To accomplish this construction project, the Athletic Association is proposing that the City be responsible for: • Excavating and re -installing the sprinkler heads located at the infield perimeter on each of the six fields. • Excavation and removal of the soils from the area at a depth of 6 inches. • Purchase and delivery of infield aggregate mix to be distributed on the 6 fields. Conditions: The work be completed in late July or August to coincide with school summer break, a time of year that traditionally provides dryer working conditions and a time of the year that the park maintenance staff workload begins to see some relief. Most recently, the City accepted dugout improvements from the CAA and Dugout Club valued at $10,000. In 2011 and 2013 they donated batting cage improvements for Lake Susan Park and Lake Ann Park. In 2010, the CAA and community partners donated $21,000 worth of improvements to the Lake Ann Park concession stand. PARK AND RECREATION COMMISSION RECOMMENDATION The Park and Recreation Commission reviewed this proposal at their March 23, 2015 meeting. Commissioner Scharfenberg moved and Commissioner Thunberg seconded to recommend that the City Council accept the donation of approximately $25,500 from the Chanhassen Athletic Association and Dugout Club for Lake Susan Park ball field scoreboard, Lake Ann Park ball field scoreboards (Fields #2 and #3), dugout concrete for Lake Ann Park (Fields #1, #2 and #3), and labor to assist with infield improvements at the Chanhassen Recreation Center/Bluff Creek Elementary School with the conditions noted. The motion passed unanimously. ATTACHMENTS 1. E-mail from Mr. Todd Neils, Chanhassen Athletic Association/Dugout Club dated March 8, 2015 describing proposed donations 2. E -Mail Correspondence from Mr. Todd Neils dated March 26, 2015 3. Resolution g:\park\th\athletic associations\caa donations 4-13-15.docx Hoffman, Todd From: Todd <coachtneils a hotmail.com> Sent: Thursday, March 26, 2015 10:31 AM To: Hoffman, Todd Cc: Ruegemer, Jerry; Beers, Adam; geraintp@msn.com; angiequinn9l@gmail.com; Cruikshank; Ellefson; Olson Jeff Subject: RE: Park and Recreation Commission Recommendation to City Council You are welcome. It was a pleasure, Please move forward with the recommendation of Park and Recreation Commission to City Council. Thank you. Todd Neils From: thoffman@ci.chanhassen.mn.us To: coachtneils@hotmail.com CC: jruegemer@ci.chanhassen.mn.us; ABeers@ci.chanhassen.mn.us Subject: Park and Recreation Commission Recommendation to City Council Date: Thu, 26 Mar 2015 14:50:50 +0000 Good Morning Todd Thank you for attending Tuesday evening Park and Recreation Commission and speaking on behalf of the Athletic Associations proposal to donate ball field enhancements to the City of Chanhassen. Please let us know if you would like to move forward with the presentation of the Commission's recommendation to the City Council on April 131H Sincerely Todd Hoffman City of Chanhassen Park and Recreation Director 952-227-1129 d 612-490-4405 m thoffman@ci.chanhassen.mn.us P.O. Box 147 7700 Market Boulevard Chanhassen, MN 55317 1 To: Todd Hoffman, Director Park and Recreation City of Chanhassen From: Todd NeUs Dugout Oub and CAA BasebaH/SoftbO 17)(1 MF M�11 The Chanhassen AtMetic Association in conjunction with the Dugout Oub woWd Re to instafl a BA -518 eOectronic scoreboard from Daktronics and AN EDectron�cs, enc. for instaflation at Lake Susan Park. The scoreboard would be 5' H X 14" W X 81" D with 18" LED digits. The Dugout Oub our d dig footings as required by specification and instaN stee0 posts to support the scoreboard. The CAA and Dugout Oub wffl work with the City and staff to pOan and coordinate installation and compOetion of the project. The scoreboard will have an RC -100 consoDe to control power. The consoDe wfl0 remain in the possession of the Chanhassen AtNetic Association, however, the Association wiH work with neighboring Associations or Leagues who want to purchase consoles for use by their teams. Additionafly,, the Association would Nre K2 eDectric to run electricity from the northwest corner of the k) n 9 IF% fl n � e"! also ke supplied to the two batflnv r7opr, fnrr MG -1; uacLkstop to tune scoreboard. Electricity IOV%JUUUj Quzw machines. Estimated cost: Scoreboards, $5,987 Steel posts 1;000 Concrete $300 E9ectrica0 $1.,500 Totalcost $8;787 AU funding has been approved by the Chanhassen AtMetic Association Baseball/SoftbaH Board. CC.- Chanhassen Basebafl/Softbcel fl Board of Directors Chanhassen BasebaH/Softba�� Field Enhancement Committee { Lake Susan Park s 1s, `Y. 3 .f i vo \77 rMr�'r Date'. March Sthi 2015 To'. Todd Hoffmann Direct®r Park and Recreation City ®f Chanhassen From, Todd NeNs Dugout Club and CAA Baseball/SoftbaH The Chanhassen rte th-detic Association in conjunction with the Dugout Ob WoWd Re to instaH two BA- 2518 e�ectronic scoreboards from Daktronics and AN EIectronics., �nc. for instaI Iation at Lake Ann ParkY FiaWa 42 and •#3. The scoreboard would be 4-' H X 9" W X 8"' D with 18" LED digits,, The Dugout Club wou�d dig footings as required by specification and insta� stee� posts to support the scoreboard. The CAA and Dugout Club wiH Yvork with the City and staff to p�an and coordinate instaHation and carnpIetion of the project. The scoreboaral wN have an RC -100 console to contrt power. The console wM remain in the possession of the Chanhassen Athletic Association, however, the Association wi work with neighboring Assoc�ations or Leagues who want to purchase consoles for use by their teams. Adds t.00naHy,.the Association would hire K2electric to run electft, oty frn,the J V concession stanto tho scoreboards- Electricity would also be supplied to the batting cages f®r JUGS machines and future lighting of ',,-,.,,ages. Estimated cost: Scoreboards $7P319 Steel posts $2;000 Electric-a� $4;000 Total cost $13,311 CC.. Chanhassen Baseball/SoftbaH Board of Directors Chanhassen Baseb.Ii ll/SoftbO Field Enhancement Cornmittel I NIQ Date: March 8thy 2015 IM -M' .1 I o Lake Ann K. #2., #3 Dugout concrete project The Dugout CWb proposes to remove 5-"' of infield mix from 5 dugoutsjnstaH pressure treated frame and fM with gravel and concrete. The DC will supply concrete from �ocal cont, ractor and hire professiona�s to oversee and finish installation. The CAA and Dugout Oub wM work with the City and, staff to t and coordinate instafttion and completion of the project. Lumber $200 Concrete $450/dugout - ProfessIonaI contractor $500 AH funding has been approved by the Chanhassen AtMetic Association BasebaH/SoftbaH Board. CC: \,'Zhanhassen BasebaH/SoftbaH Soard of Directors Chanhassen Baseball/SoftbaH FIe,d EnLhancement CommitteYui To: Todd Hoffman, Director Park and Recreation City of Chanhassen From: Todd NeUs Dugout CWb and CAA Basebafl/SoftbaH Chanhassen Recreation and Buff Creek infie�d expansion project This is the mast' portant Wtiative on our agenda. The tournaments these enhancements support and brna 54 teams and consen;afilvely overf 3-OvOrl neounh-, �n to th(P rrpmmriPn�Nr%f `aJconsen - __ __ - __ & ' U.—u— — VI�uvuuuuV u u u C y. AH funding has been approved by the Chanhassen � sociation BasebaH/SoftbaH Board. CC: Chanhassen Saseball/Softbafl Board of Directors Chanhassen RasebaH/SoftbaH ReW Enhancement Committee CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE -0 April 13, 2015 RESOLUTION NO: h11071DN BY* SECONDED BY: 2015- A RESOLUTION ACCEPTING A DONATION FROM CHANHASSEN ATHLETIC ASSOCIATION BE T RESOLVED THAT THE CHANHASSEN CITY COUNCIL hereby accepts the following donations valued at approximately $25, 500 from the Chanhassen Athletic Association: • Lake Susan Park Ball Field Scoreboard - $8,787: Donation of Daktronics All Sport Locker Storage System with RC -100 control console permanently mounted and including a signal wire to scoreboard, master power switch. • Lake Ann Park Ball Field Scoreboards, Field #2 and #3 Proposal - $13,319: Donation of two BA -2518 electronic scoreboards from Daktronics and AIM Electronics, Inc. with RC -100 control console permanently mounted and including a signal wire to scoreboard, master power switch to be installed in conjunction with an All Sport Storage Box. • Lake Ann Park Ball Field #1, #2, #3 Dugout Concrete Donation - $3,400 • Chanhassen Recreation Center and Bluff Creek Elementary School Infield Expansion — Donation of Labor BE IT FURTHER RESOLVED, that city staff is hereby directed to prepare a letter to the Chanhassen Athletic Association thanking them for their contribution. Passed and adopted by the Chanhassen City Council this 131' day of April, 2009. - Todd Gerhardt, City Manager Denny Laufenburger, Mayor YES NO ABSENT