Loading...
HomeMy WebLinkAbout3. Pheasant Run Park . #3 ~ CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig, Facilities and Recreation Director Meeting Date: August 14,2003 Subject: Pheasant Run Park INTRODUCTION City Council is asked to consider options for completing Pheasant Run Park. DISCUSSION There two issues that need to be discussed related to the Pheasant Run park project. 1. Emergency Over Flow The Pheasant Run park project site involves two single-family lots that have been combined. An emergency over flow (EO F) was designed between the lots in this development. The EOF permits water to over flow through the area in the event of an extraordinary precipitation event, helping to protect homes from potential flooding. Although the original design of the park didn't impact the EOF, when the decision was made to raise the grade of the western play structure, the elevation of the connecting sidewalk was raised to retain the designed slope. In turn, this raised the EOF approximately 2 feet. It appears that this was not identified as a potential problem when the grade was raised. If left as is, there is a risk of flooding adjacent homes to the south if there were to be an extraordinary precipitation event. Based on discussing with Engineering staff, I believe the sidewalk be lowered to the original EOF to comply with the original development plans. Options: a. Remove approximately 50-80 feet of sidewalk, regrade to appropriate elevation, and re-pour. b. Install a culvert or pipe. c. Install a bridge. Proposed Solution: It appears that removing the sidewalk, regarding, and re-pouring is the most economical and best option. The other options, such as installing a culvert or bridge, are likely to be more expensive and run the risk of failure due to blockage, freezing, etc. , f 2. Completion of the Park As you know, this project involves a combination of work by a contractor (Mom's Landscape & Design) and neighborhood volunteers. The contractor's work included rough and final grading, cement work, installation of the retaining wall, sodding and seeding, landscape and plantings, and watering. (Landscape, plantings, and watering were later removed from the project to reduce costs.) As I understand, the volunteers originally committed to installing the play equipment, but also ended up helping to install the drain tile. This leaves parts of the project incomplete. It is appears that assumptions were made that Public Works would do some of the final work. However, it also appears that the extent of this work was not fully communicated with Public Works so it could be incorporated into their workload. At this point, there are a several significant items not included in the project that need to be done in order to finish the park. These include: . Reinstalling drain tile that was damaged during installation of the equipment, final grading and cleanup of the play areas. . Installing fabric and placing wood chips in each of the play areas. . Installing the benches. . Removing and replacing the sidewalk to address EOF issues. . Watering the sod and seed. Options: a. Authorize a Change Order in Favor of Mom's Landscaping Mom's provided a proposal to finish the project for an additional amount of $8,489.50. This proposal excludes the landscaping, plant material, and watering, which was previously eliminated from the project. Landscaping and plant material could be added for an additional $8,386.50. b. Direct City Staff to Complete the Project If City staff were directed to complete this work, the work would be in lieu of or delay other projects. I spoke with Public Works Lead Bill Egan regarding what impact this would have. According to Mr. Egan, they are working on landscaping and ADA issues at Memorial Park, repairing the vandalism (fire) to Holmes Park building, watering trees, painting fields for programs, installing and repairing benches, and other day-to-day maintenance items. There are also a number of projects that they have on their list to work on, such as installing the gutter runs at the Community Center. I sense that there is a concern that Public Works is being asked to help complete a project without notification and planning. This appears to be an ongoing issue with some park developments. I am also willing to commit staff to assist with the work, including myself, from the Community Center and Arena divisions to get this project finished. As with Public Works, we have several projects underway that would be delayed, including interior painting, preparation for the arena season, and day-to-day maintenance items. c. Sentence- To-Serve Mark McQuillan has made several attempts to reach Sentence-To-Serve since last Thursday. He received a call back on Wednesday, but has not been able to , receive any type of commitment. There may be possibility that Sentence-To- Serve could assist late next week. I hope to have confirmation on their availability by your meeting time on Thursday. Proposed Solutions: Given the current state of this project and the existing workload for City staff, I believe it is in the best interest of the residents and the City to provide a change order in favor of Mom's to complete the work (excluding the landscaping, plant materials and watering). This would provide a useable park for the residents in relatively short time, while not impacting Public Works' other projects. Also, if landscaping was desired at a later date, we could work with Public Works to plan and budget appropriately for this work. As I understand, Mark McQuillan has contacted at least two adjacent residents about helping to water the sod, and suggested that the City reimburse them for the water costs. I'm not sure how this reimbursement would be determined, but I believe we could find an equitable solution. BUDGET STATUS The budget for the project is as follows: CIP Allocation (Park Reserve): $70,000.00 Approved Budget: $86,040.62 Approved Change Order #1 (Grading): $7,000.15 Proposed Change Order: $8,489.50 ALTERNATIVES 1. Authorize a change order in the amount of $8,489.50 in favor of Mom's Landscaping and Design to provide the work identified in the proposal dated August 13 necessary to complete the park, and authorize funding from the Park Reserve Fund. 2. Authorize a change order in the amount of $16,876.10 in favor of Mom's Landscaping and Design to provide the work necessary to complete the park, plus installation of the plantings and landscaping, and authorize funding from the Park Reserve Fund. 3. Direct City staff to conduct the work, possibly in conjunction with Sentence-To-Serve. 4. Table for additional information. 5. Do nothing. REQUESTED ACTION Council is asked to discuss options for completing Pheasant Run Park, and provide direction to staff. Attachment A provides photos of the park. Attachment A \ Park Area Emergency Overflow (EOF) Area