D-7. Resolution Accepting Donations of Scoreboards for Athletic Field MEMORANDUM
CITY OF TO: Todd Gerhardt, City Manager
CHANHASSEN FROM: Todd Hoffman, Park & Recreation Director id
7700 Market Boulevard DATE: May 11, 2015 O``=-r
PO Box 147
Chanhassen MN 55317 SUBJ: Resolution Accepting Donations of Scoreboards for the Lake Susan
Park Ball Field and Lake Aim Park Ball Fields (Fields #2 and #3),
Administration Chanhassen Athletic Association and Dugout Club
Phone 952 2271100
Fax 952 2271110
Building Inspections PROPOSED MOTION:
Phone 952 2271180
Fax 952 2271190 "The Chanhassen City Council accepts the donation of approximately$24,206 from the
Chanhassen Athletic Association and Dugout Club for scoreboards at the Lake Susan Park
Engineering ball field and Lake Ann Park ball fields (Fields#2 and#3)with the conditions noted
Phone 952 2271160
Fax 952 2271170 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
Finance donation."
Phone 952 2271140
Fax 952 2271110 Approval requires a simple majority vote of the City Council.
Park&Recreation
Phone 952.2271120
Fax 952 2271110
BACKGROUND
Recreation Center
2310 Coulter Boulevard Representatives of the Chanhassen Athletic Association, led by Mr Todd Neils,
Phone 952 2271400
Fax 952 2271404 attended the Park and Recreation Commission meetings on February 23 and
March 23, 2015 The athletic association would like to donate ball field score boards
Planning& to the City.
Natural Resources
Phone 952 2271130 All donations exceeding $500 must be approved by the City Council
Fax 952 2271110
Public Works DISCUSSION
7901 Park Place
Phone 952 2271300 The Chanhassen Athletic Association(CAA) is a parent/adult-led organization that
Fax 952.2271310 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
Senior Center towards improving local athletic facilities. The CAA, in consultation with the Dugout
Phone 952 2271125 Club, has identified a desire to install electronic scoreboards on three ball fields
Fax 952.2271110 within the community The proposed scoreboard installation projects along with
Website recommended conditions are.
www ci chanhassen mn us
Chanhassen is a Community for Life-Providing for Today and Planning for Tomorrow
Mr Todd Gerhardt
May 11, 2015
Page 2
Lake Susan Park Ball Field Scoreboard Donation Proposal- $9,287
Install a BA-618 electronic scoreboard from Daktronics and AIM Electronics, Inc at
Lake Susan Park The scoreboard will be 5-ft high x 14-ft. wide x 8-inches deep
with 18-inch LED digits. The Dugout Club will dig footings as required by
specification and install steel posts to support the scoreboard The CAA and Dugout
Club will work with the City and staff to plan and coordinate installation and
completion of the project.
The scoreboard will have an RC-100 console to control power The console will
remain stored in a waterproof box at the field for general use The box will be
attached to the steel support and power will be run to the box for constant charging of
the console.
Additionally, the Association will hire an electrician to run electricity from the
northwest corner of the backstop to the scoreboard. Electricity would also be
supplied to the two batting cages for JUGS machines
Maintenance Condition: 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-
$14,919
Install two BA-2518 electronic scoreboards from Daktronics and AIM Electronics,
Inc. at Lake Ann Park, Fields #2 and#3. The scoreboard will be 4-ft high x 9-ft
wide x 8-inches deep with 18-inch LED digits. The Dugout Club will dig footings as
required by specification and install steel posts to support the scoreboard The CAA
and Dugout Club will work with the City and staff to plan and coordinate installation
and completion of the project
The scoreboard will have an RC-100 console to control power. The console will
remain stored in a waterproof box at the field for general use The box will be
attached to the steel support and power will be run to the box for constant charging of
the console
Additionally, the Association will hire an electrician to run electricity from the
concession stand to the northeast corner of Lake Ann#3 and the southeast corner of
Lake Ann#2. Electricity will also be supplied to the batting cages for JUGS
machines
Maintenance Condition 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.
Mr Todd Gerhardt
May 11, 2015
Page 3
Most recently, the City accepted two separate dugout improvements from the CAA
and Dugout Club valued at $3,400 and $10,000 respectively. 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 ball field 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 scoreboards from the
Chanhassen Athletic Association and Dugout Club The motion passed unanimously
PROJECT APPROVAL TIMELINE
On Apnl 27, 2015 the Chanhassen Athletic Association and Dug Out Club requested that the
scoreboard donation be pulled from the City Council agenda to allow more time to evaluate
the financial impacts of adding the required waterproof storage boxes for the scoreboard
controllers The two groups have resubmitted an updated proposal with that provision
included
ATTACHMENTS
1 Updated Donation Proposal from Mr. Todd Neils, Chanhassen Athletic
Association/Dugout Club dated April 30, 2015
2 Resolution
Date April 30th, 2015
To Todd Hoffman, Director Park and Recreation
City of Chanhassen
From Todd Neils
Dugout Club and CAA Baseball/Softball
Lake Susan Scoreboard proposal project
The Chanhassen Athletic Association in conjunction with the Dugout Club would like to install a BA-618
electronic scoreboard from Daktronics and AIM Electronics, Inc for installation at Lake Susan Park The
scoreboard would be 5' H X 14' W X 8" D with 18" LED digits The Dugout Club would dig footings as
required by specification and install steel posts to support the scoreboard. The CAA and Dugout Club
will work with the City and staff to plan and coordinate installation and completion of the project
The scoreboard will have an RC-100 console to control power The console will remain stored in a
waterproof box at the field for general use The box will be attached to the steel support and power will
be run to the box for constant charging of the console
Additionally, ,the Association would hire an electrician to run electricity from the northwest corner of
the backstop to the scoreboard Electricity would also be supplied to the two batting cages for JUGS
machines
Estimated cost
Scoreboards $5,987
Steel posts $1,000
Concrete $300
Electrical $1,500
Waterproof boxes $500
Total cost $9,287
All funding has been approved by the Chanhassen Athletic Association Baseball/Softball Board
CC Chanhassen Baseball/Softball Board of Directors
Chanhassen Baseball/Softball Field Enhancement Committee
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Date April 30th, 2015
To Todd Hoffman, Director Park and Recreation
City of Chanhassen
From Todd Neils
Dugout Club and CAA Baseball/Softball
Lake Ann Scoreboards, Field #2 and #3 proposal project
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 The scoreboard would be 4' H X 9' W X 8" D with 18" LED digits The Dugout Club
would dig footings as required by specification and install steel posts to support the scoreboard The
CAA and Dugout Club will work with the City and staff to plan and coordinate installation and
completion of the project
The scoreboard will have an RC-100 console to control power The console will remain stored in a
waterproof box at the field for general use The box will be attached to the steel support and power will
be run to the box for constant charging of the console
Additionally, ,the Association would hire an electrician to run electricity from the concession stand to
the northeast corner of Lake Ann #3 and the southeast corner of Lake Ann #2 Electricity would also be
supplied to the batting cages for JUGS machines
Estimated cost
Scoreboards $7,319
Steel posts $2,000
Electrical $4,000
Concrete $600
Waterproof boxes $1,000
Total cost $14,919
All funding has been approved by the Chanhassen Athletic Association Baseball/Softball Board
CC Chanhassen Baseball/Softball Board of Directors
Chanhassen Baseball/Softball Field Enhancement Committee
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CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE May 11,2015 RESOLUTION NO: 2015-
MOTION BY: SECONDED BY.
A RESOLUTION ACCEPTING A DONATION FROM
CHANHASSEN ATHLETIC ASSOCIATION AND DUGOUT CLUB
BE IT RESOLVED THAT THE CHANHASSEN CITY COUNCIL hereby accepts the
following donations valued at approximately$24,206 from the Chanhassen Athletic Association
and Dugout Club
• Lake Susan Park Ball Field—Donation and Installation of Electronic Scoreboard -
$9,287;
• Lake Ann Park Ball Fields #2 and #3 —Donation and Installation of Electronic
Scoreboards - $14,919
BE IT FURTHER RESOLVED that.
1. All maintenance,repair or replacement costs over$1,000 will be shared equally
(City 50% and CAA and/or Dugout Club 50%) for the life of the improvements; and
2 City staff is hereby directed to prepare a letter to the Chanhassen Athletic
Association and Dugout Club thanking them for their contribution.
Passed and adopted by the Chanhassen City Council this 11th day of May, 2015
ATTEST:
Todd Gerhardt, City Manager Denny Laufenburger, Mayor
YES NO ABSENT