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Home My WebLink About12.D. Authorize Irrigation Improvements in Riverview Park-Res. No. 6779 ~ CITY OF SHAKOPEE MEMORANDUlV1 To: Shakopee Parks and Recreation Advisory Board From: Sherry Dvorak, Recreation Supervisor Meeting Date: May 20, 2008 Subject: Shakopee Youth Baseball Association Request for Irrigation Donation and improvements in Riverview Park INTRODUCTION The City Council is asked to consider a request from the Shakopee Youth Baseball Association (SYBA) for the installation of an irrigation system and approve park improvements at Riverview Park. BACKGROUND Over the past several years, SYBA has taken an active approach in making improvements to ballfields for their programs. Both the City and the Shakopee School District have benefited from their efforts. Some of their initiated improvements are listed below: • Scoreboard at Riverview Park • Dugouts at Jr. High Baseball Field • Fencing at Jr. High Baseball Field • Improving Jackson Township Ballfield including irrigation and scoreboard. • Scoreboard at Jr. High Baseball Field • Scoreboard at Stemmer Field • Monetary donation for improvements at Schleper Stadium Late last fall, SYBA members met with City staff regarding the possibility of installing an irrigation system at Riverview Park. SYBA had received a quote for the project and earmarked funds accordingly. At the time, the City's Park Division also thought about doing some park enhancements that would be funded through their small park improvement budget. It was decided that an overall park improvement plan should be developed. This spring, SYBA members met again with City staff to discuss the overall project and develop a plan. OVERALL SCOPE OF PROJECT: From the original discussion of installing irrigation, this project has grown to be more extensive. The scope of the project consists of the following: • Removal of existing storage shed • Construction of new storage shed in a location conducive for irrigation controls • Extending electrical & water hook-up to new storage shed site • Installing three cement pads (storage shed, shade structures) • Installing two shade structures in seating area • Installing new water fountain • Installing irrigation system I have attached an aerial photo of the park that shows the new location for the storage shed that would house the irrigation controls. (Attachment 1) SYBA has looked into two options for irrigating the field. The first option would be to irrigate the infield and one irrigation line across the outfield. The second option would be to irrigate the entire field. At this time, they are choosing option # 1 because of the known existence of lime rock in the corner of right field. The irrigation system would be ready and expandable with all the main parts needed to complete the ballfield at a later date. The City's Parks Division saved the original shade structures that were removed in the Aquatic Park project in the fall of 2006. It was their intent to install them at a later date in a park such as Riverview that does not have shaded seating. The steel posts would need to be sand blasted and repainted. The existing water spout in the shed should be upgraded. During the course of the Huber Park project, a water fountain was not used and is in storage at Public Works. This new water fountain could be installed at the existing site and would be ADA compliant. The new storage shed would be 10X12 and would keep the irrigation controls in a secure environment. There would also be storage for field preparation supplies. SYBA intended to purchase a shed through the high school construction class. However, due to demand, the school cannot guarantee a shed by the end of the school year. Therefore, SYBA will purchase the supplies and the Parks Division will construct the shed or will purchase a similar shed that Parks Division would install. Below is a table the shows the project items to be included in the project, the responsibility of each item and approximate costs. Pro'ect Item Responsibility Ap roximate Cost Removal of existing storage City No direct cost. shed New l OX 12 storage shed SYBA; SYBA would purchase $2000 storage shed and donate it to the City. City would then retain ownershi . Cement Slabs (3) Ci $1500 Irrigation System SYBA; SYBA would pay for $7655 the irrigation system and installation. Once complete, SYBA would donate to the City. City would retain ownershi . Extend Electric to new site Ci $4100 Extension of water supply City/SYBA $6938* plus SPUC charges New Drinking Fountain City No direct cost. The City purchased a new fountain originally to be put in Huber Park. Shade Structures City Re-use original from Aquatic Park. Cost to sand blast and repaint steel posts a proximately $1000 Long-Term Maintenance Once the project is complete, Approximately $2,000/year the City would be responsible (replacement costs for heads, for lon -term maintenance. and annual start-u /shut down) Ongoing Utility Service The City would be responsible Minimal charge is $11/month Charges for the monthly electric & for electric City currently water charges. pays for electric costs for existin scoreboard. * I spoke with Joe Adams regarding the Trunk Water Charge (T'WC). Because the existing water service in the park is not metered, a TWC would need to be charged. Current TWC is $2002 per acre. The ballfield is approximately 1.75 acres ($3504). He does not believe that SPUC would charge SAC (sewer units) as the water is only for irrigation and water fountain not restrooms. The Parks Division has provided input on this project. They support the overall scope of the project, but have concerns that the dollar amount needed to complete the project is an unbudgeted expense. BUDGET IlVIl'ACT The estimated cost for the irrigation and improvements is $27,000. To date, SYBA has raised funds from their past golf tournaments and baseball tournaments to donate $13,500 for this project. The cost for the City to accept the donation and authorize the components of the project would be approximately $13,500. Irrigation System $7655 Storage Shed $2000 - Cement Slabs $1500 Electrical Extension $4100 Water Extension $10,745 (includes estimated SPUC and permit fees) Shade Structure Posts $1000 Estimated Costs $27,000.00 This is an unbudgeted cost. I discussed possible funding sources with Mr. Voxland, and he suggested that if the City Council decides to accept the proposal, the additional costs of the project could come from the 2007 Recreation Fund. This would be consistent with other non-budgeted projects. In 2007, the City contributed $8500 towards irrigation at Red Oak Elementary. The estimated 2008 balance for the Recreation Fund is $275,981. The annual maintenance for this system would include: RPZ annual inspection, annual winterization, annual spring start up and miscellaneous repairs if there were a leak or faulty head. The park is currently mowed twice a week so additional mowing is not anticipated. An estimate of annual maintenance would be: $2,000 /year, based on hourly rates of staff and equipment usage for typical maintenance activities for the system. The on-going maintenance, electric and water charges would be charged to the Parks Division budget. Riverview Park is the only city-owned athletic field that is not currently irrigated. Riverview Park is used extensively by the SYBA throughout the summer and the high school in the spring. With the level of play on the field, the addition of irrigation would promote a healthier turf establishment. Staff and the SYBA presented these improvements to the Parks and Recreation Advisory Board on March 31St. The Parks and Recreation Advisory Board is supportive of the project and is recommending the donation be accepted and improvements are authorized. SYBA would like the project to be approved this spring in order for electricaUwater line extension work be done in the summer. Once baseball season is concluded, the installation of the irrigation system would take place and be completed in fall. RELATIONSHIP TO VISION D. Vibrant, Resilient, and Stable REQUESTED ACTION The following actions are recommended: 1) Accept the recommendation from the Parks and Recreation Advisory Board to approve the installation of the irrigation systems and other improvements to Riverview Park and to allocate necessary funding from the 2007 Recreation Fund balance. 2) If Council concurs, offer Resolution No. 6779, A Resolution Accepting the donation of $13,500 from the Shakopee Youth Baseball Association for irrigation and improvements at Riverview Park. RESOLUTION NO. 6779 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA ACCEPTING. A DONATION OF $13,500.00 FROM THE SHAKOPEE YOUTH BASEBALL ASSOCIATION WHEREAS, on November 6, 2002, the City Council adopted Resolution- No. 5794, which established procedure relating to the receipt of gifts and donations by the City; and WHEREAS, Resolution No. 5794 specifies that donations of real property shall be accepted by resolution of the City Council, and shall require atwo-thirds majority of the Council for acceptance; and WHEREAS, THE SHAKOPEE YOUTH BASEBALL ASSOCIATION have generously donated $ 13,500.00 for an irrigation system and improvements at Riverview Park; and WHEREAS, such a donation will help improve park facilities and enhance the overall quality of like in Shakopee. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the donation in the amount of $13,500.00 is gratefully accepted; and FURTHER, the $13,500.00 donation shall be used towards the purchase of the irrigation system and improvements for Riverview Park, which is consistent with the wishes of the donor. FURTHER, the City staff is directed to send a letter to the donor, acknowledging receipt of the gift and expressing the appreciation of the City Council. Adopted in regular session of the City Council of the City of Shakopee, Minnesota held this 20th day of May, 2008. John J. 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