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HomeMy WebLinkAbout06-22-1993 Park Commission Minutes MINUTES OF THE PARK COMMISSION SPECIAL MEETING OF JUNE 22 , 1993 ATTENDANCE The Park Commission met on the above date with the following members present : Dick Flint , Susan Wilson , Lili McMillan , and Alex Vongries . Jim White arrived at 7 : 45 p .m. Sherokee Ilse and Robert Howelis were absent . John Gerhardson , Public Works Director and Teri Naab , Recorder represented City staff . Chair Flint called the meeting to order at 7 : 29 p.m. (#1 ) APPROVAL OF MINUTES Wilson asked that in May 4th minutes the words Conservancy be corrected . She asked that the "excluding cutting down of trees to ensure the diversity of the area" be deleted from the second page . Page 3 should be changed to read , "Wilson said the Nature Conservancy is determined to dispose of the property and probably will find another recipient or sell it . " Page 5 changed to, "connect to the 10K trail in Baker Park" . Page 6 change French Lake Park to French Creek Park . It was moved by White , seconded by Wilson , to approve the minutes of the May 4, 1993 Park Commission meeting as amended . Ayes 5 , nays 0 . Chair Flint asked when the Lowry Woods issue would be before the Council . Gerhardson reported at the next meeting . Vongries referred to the June 1st minutes and asked Page 2 to be changed to "what if other school districts asked for similar donation?" ; and the sentence "Chair Flint stated he ' d support some level of funding . " be deleted as he felt it biased readers . Gerhardson asked that Park Board be changed to Park Commission through out the minutes . It was moved by Wilson , seconded by White , to approve the minutes of the June 1 , 1993 Park Commission meeting as amended . Ayes 5 , nays 0 . (#2) REVIEW OF BIDS BIKE/HIKE TRAIL Shawn Gustafson referred to the bid tabulation which is a compilation of the five lowest bidders . He referred to the Total Base Bids which range from $513 , 121 . 50 to $718, 264. 50. The alternate bid involves the Dickey property and places the trail adjacent to the curb line and includes curb and storm sewer . REVIEW OF BIDS - CONT. 1 MINUTES OF THE PARK COMMISSION SPECIAL MEETING OF JUNE 22 , 1993 Gerhardson clarified if the alternate were approved , it would be in addition to the base bid price . Gustafson noted the base bid total includes trees to be pianted for screening and the portion of the trail within Baker Park . The trees were inciuded in the bidding process to get a competitive price should the City realize a need to purchase additional screening and trees to that proposed by the Hennepin Parks . This portion can be deleted at a later date from the bid price . He pointed out the base bid does not include an amount for engineering . Chair Flint noted the original contract stated if the cost exceeds $476 , 000 , either party can cancel the project . He stressed the need to supply the bid information to Hennepin Parks . Gerhardson stated Cook has already done so and Hennepin Parks did not indicate a problem with the bid . Gustafson noted the bids came in 8% higher than was estimated by the engineers in part due to the additional grading necessary and the fact that the estimate was based on 1992 prices . The portion of the trail within Baker Park was bid at the estimated cost . The overage is also due in part to the addition of a retaining wall along the Hile property to protect the septic system which will cost $11 , 000 . The estimated cost for engineering is 16% of the project cost . The project cost without the trees and the portion of the trail in Baker Park is $444 , 000 plus 16% for engineer is $515 , 000 estimated , which is 8% over the $476, 000 estimate . Vongries referred to the wish list of trees and screening presented , by the property owners . Gerhardson stated Hennepin Parks will do a brief landscape plan along 300 ' of the trail to provide screening as currently exists . They are currently working on that plan and will present it to the City within the next couple weeks . McMillan questioned what types of trees Hennepin Parks could provide . Gerhardson said they would provide bushes and trees native to the area. White suggested they tour Hennepin Parks nursery. Wilson noted there must a limit on what they will provide . REVIEW OF BIDS — CONT. 2 . ' MINUTES OF THE PARK COMMISSION SPECIAL MEETING OF JUNE 22, 1993 Vongries noted whatever they provide will not match that of the wish list . Gerhardson noted the Council will do what is reasonable . White indicated the Hiles are asking for huge , extensive plantings in place of scrub trees . He pointed out how unreasonable some of the wishes are . McMillan suggested they consider a formula of doing so many doilars per square foot . Gustafson noted the Council has indicated the wish list is not feasible. McMillan noted if the screening exceeds that which Hennepin Parks will pay, the City will be responsible for the additional amount . However , she assumes Hennepin Parks wants to make sure there is adequate screening . She said they need to satisfy the Council ' s need to know exactly what wil � be provided and by whom. She questioned the possibility of transplanting trees that already exist along the trail . Gustafson noted Hennepin Parks has the equipment to do so. He noted due to some items that still need to be clarified , they will not be commencing construction immediately. Chair Flint asked how long the bids are good for . Gustafson reported the bids are good for 45 days from the date of opening . Gerhardson reported he will be meeting with Mrs . Dickey and Mr . Rouse the following day to address their concerns and discuss the possibility of an easement . It was moved by White , seconded by Wilson , to award the project bid to Hardrives , Inc . , in the amount of $444, 000 plus engineering costs to be determined pursuant to the current contract the City has with the engineering firm, subject to Hennepin Parks being agreeable to payment of one-half the bid cost plus engineering , payment of the trail within Baker Park, and submittal of a landscape plan showing a reasonable amount of trees and shrubs along the trail . 3 MINUTES OF THE PARK COMMISSION SPECIAL MEETING OF JUNE 22, 1993 REVIEW OF BIDS - CONT. White reported he has spoken to Hennepin Parks regarding the paving of the portion connecting to the 10K trail , and they have agreed it will be paved . McMillan pointed out users of the trail will have to use a private road , Starkey Road , prior to entering the Park. She asked when they would know the exact engineering costs . Gustafson noted the portion for development of plans and specifications could be submitted at this time , but engineering costs related to actual construction would be unknown until after the project is completed . Vote: Ayes 5 , nays 0 . Vongries asked about other outstanding issues . Chair Flint noted they are still working on acquisition of easements , and the City will give credit toward future park dedication for easements . Gustafson stated they would like to obtain " rights of entry" agreements opposed to temporary construction easements . The agreement would indicate exact work to be done . Wilson asked the estimated time to complete the project . Gustafson indicated it would take approximately 3 months . He noted they would be stopping before the bridge and beginning at the other side . When the bridge is improved in the future the trail would be connected . Chair Flint questioned why the trail is proposed along a portion of County Road 6 opposed to farther into the ditch area. Gustafson noted the County has insisted filling the ditch is not an option , and it is their philosophy to never move the ditch closer to a road due to the moisture affecting the road surface . He said he would discuss this with Cook and follow up with a letter to the City. Chair Flint recommended they accept the contract with Hennepin Parks as approved by Hennepin Park Board . 4 MINUTES OF THE PARK COMMISSION SPECIAL MEETING OF JUNE 22 , 1993 REVIEW OF BIDS — CONT. White noted they should express concern to the County regarding the usage issue , and suggested an amendment to the contract incorporating collaborative effort between both parties on the usage of the trail . They discussed the differences between the contract approved by the County and that presented by Chair Flint . Chair Flint noted the contract should not be signed by the City until Hennepin Parks approves the plans and specifications as presented by the Engineer . He noted the contract provides for Hennepin Parks to pay 95% of their cost 45 days after the project commences . McMillan questioned who is responsible for maintenance of the trail . Chair Flint noted the contract provides that both parties can do the maintenance . White suggested the City accept that Hennepin Parks is responsible for maintenance untess deemed necessary for the City to help with the maintenance . It was moved by White , seconded by Wilson , to recommend acceptance of the contract as approved by Hennepin Parks . Ayes 5 , nays 0 . ADJOURNMENT It was moved by Vongries , seconded by McMillan to adjourn the special meeting of the Park Commission at 9 : 20 p.m. The next meeting will be Tuesday, July 6, 1993 at 7 : 15 p.m. -- --- , -- ,� t�-'Ly/��/. � Richard Flint , Chair Person 5