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Home My WebLink About9D - Ryan Park Master Park Plan MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT DECEMBER 4, 2006 9D AL FRIEDGES, PARKS & FLEET MAINTENANCE SUPERVISOR CONSIDER APPROVAL OF A REPORT FROM THE PARK ADVISORY COMMITTEE REGARDING: 1) A RESOLUTION AUTHORIZING A LIGHTING AND IMPROVEMENT PROJECT AT RYAN PARK AND AUTHORIZING REQUESTS FOR PROPOSAL FROM ELECTRICAL ENGINEERS TO PREPARE PLANS AND SPECIFICATIONS THEREFORE, AND 2) RECOMMENDING A PROCESS AND TIMELlNE FOR MASTER PARK PLAN FOR RYAN I PONDS PARK Introduction The purpose of this agenda item is to receive a report from the Park Advisory Committee (PAC) to authorize baseball field lighting and other improvements of Ryan Park and approve a master planning process and timeline for Ryan / Ponds Parks. Historv Ryan Park Field Lighting On October 2, 2006, the City Council directed staff to request that the PAC implement a process and timeline for the installation of field lighting in Ryan Park, as follows: October - November 2006 Ryan Park neighborhood meetings held to answer questions and compare lighting systems December 2006 Plans and Specifications prepared and approved January - February 2007 City Council awards bids for work May 2007 City Code amended for hours of operation at Ryan Park May 2007 Installation completed and lights operational On November 1, 2006, the PAC held a public meeting to discuss the lighting issue with neighborhood residents. Turnout for the public meeting was low, with six residents (four families) attending, most seeking additional information and only one opposed to changes at Ryan Park. On November 13, 2006, the PAC reviewed the meeting comments and R:\Agenda Reports\2006\December 4, 2006\Ryan Lighting & MAPP Agenda Report.doc www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 formally recommended that the City proceed with the lighting project. In addition to field lighting at Ryan Park, the PAC is considering other improvements to expand the use of the existing facility. The following is the list of proposed improvements and estimated costs: Improvement Field Lighting (4 baseball fields) Dugouts Back Stop Scoreboards Batting Cages Protective Netting Parking Lot Lighting Crosswalk Flashing Signs (2) Restoration & Irrigation Repair Sub-Total Grand Total Estimated Cost $ 550,000 $ 20,000 $ 23,000 $ 15,000 $ 27,000 $ 20,000 $ 40,000 $ 3,400 $ 1,600 $ 150,000 $ 700,000 Funding is available for this purpose. PLAY agreed to donate $250,000 over a five-year period to help finance this project. Additionally, the SMSC agreed to contribute $450,000 to the City for park improvement purposes. Therefore, funding for these improvements is proposed as follows: Funding Source SMSC PLAY - initial contribution PLAY - over four years Grand Total Amount $ 450,000 $ 100,000 $ 150,000 $ 700,000 The PAC is presenting two options for completing these improvements. Option A is to proceed with the field lighting at this time, and complete the additional improvements at a future date when PLAY has available funding. Option B is to proceed with all improvements at this time. The PAC prefers Option B, with additional funds provided by the City at this time. The PLAY portion not paid immediately ($150,000) is available in the Parks portion of the 2007-2011 CIP (Capital Improvement Program). This would be reimbursed to the City by PLAY through 2010, at $50,000 each year. PAC Report on Master Plan In an effort to best utilize resources and plan for future needs of the athletic park system, the PAC recently began plans for a Master Athletic Park Plan (MAPP). The MAPP committee will consist of City staff, PAC members, athletic association representatives and interested residents appointed by the City Council. The focus of the plan will be specifically Ryan and Ponds Park and how use of those facilities will impact or be impacted by development of existing and future community parks with athletic fields. As part of the MAPP, the development of parks at Spring Lake Regional Park, Pike Lake, Campbell R:\Agenda Reports\2006\December 4, 2006\Ryan Lighting & MAPP Agenda Reportdoc Lake and the Radanke property will be considered. Public input will be solicited throughout preparation of the plan. The MAPP committee will focus considerable time into putting the plan together to ensure development of a quality product, given that the plan will be a guidance document for athletic fields within the City. The following timeline is proposed for the Master Plan: January 2007 March 2007 April 2007 May 2007 June 2007 July 2007 Form MAPP Committee Hold Public Informational Meeting Present Preliminary MAPP to PAC Hold Public Informational Meeting Present Final MAPP to PAC Present Final MAPP to City Council The MAPP committee will consider real estate needs and park locations. Costs and funding sources will also be addressed in the plan. In addition, recommendations from the Park, Athletic and Recreation (PAR) Task Force will be considered when preparing the MAPP. Current Circumstances City staff and the PAC are seeking direction from the City Council for these improvements. The Council should consider if the additional improvements are to be included with the lighting project at this time. If so, then priorities must be set for the additional improvements, depending on actual cost variation from the estimates. The funding available from PLAY is dedicated to improvements at Ryan Park. The SMSC did not specify the park improvements for which their donation is to be used. The Council should determine what is the scope of the lighting project at the park and if the $700,000 balance is to be used for such improvements. Conclusion These improvements are consistent with the PAR Task Force recommendations to expand the use of an existing facility. The PAC and City staff are recommending the following: 1) proceed with the field lighting and additional improvements at this time. 2) proceed with development of the MAPP. ISSUES: Several issues were identified during the public involvement process. They are: 1. Relocation of Ball Fields at Rvan Park - Proceeding with the field lighting and other improvements at Ryan Park before the MAPP is complete is an issue to be considered by the Council. As the baseball R:\Agenda Reports\2006\December 4, 2006\Ryan Lighting & MAPP Agenda Report.doc FINANCIAL IMPACT: ALTERNATIVES: fields are already a significant investment, it is not foreseeable that these fields would be moved. The current outlook is that the soccer fields may be relocated, which will not have an impact on the improvements mentioned here. 2. Traffic and Parkina at Rvan Park - Traffic and parking issues are to be considered with the field lighting project and the MAPP. Soccer games generate the most traffic and parking at Ryan Park. Therefore, peak traffic will not increase as a result of lighting the baseball fields. Changes in the operating hours will cause the parking flow to be extended later into the evening at the park. The Traffic Safety Committee has discussed possibly installing flashing crosswalk signs at the park (similar to those recently installed at the Twin Oaks Middle School on Fish Point Rd), and these have been included in the estimate for additional improvements presented above. The MAPP will address existing and future traffic and parking needs. 3. Licht Soill - As with past park lighting projects, a commitment will be made that the field lights will be designed so that the light is directed onto the fields to minimize the amount of light that would spill into back yards of surrounding homes or into the sky. The lighting system being contemplated is the best available system to reduce spillage. A similar system has been successful at the Ponds Park. 4. Park Hours - In order to utilize the newly lit fields at Ryan Park, there will need to be a change in the City ordinance for park hours. Currently ordinance 702.400 sets hours at Ryan Park to be 8 A.M. to 10 P.M. Hours at other community parks, specifically Memorial Park and Ponds Park, are 5 A.M. to 11 P.M. Once the project is in progress, City staff will work with the Council to amend this ordinance for longer operating hours at Ryan Park. The extension of hours from 10 P.M. to 11 P.M. was the biggest concern of residents attending the public meeting. The funds for the lights and other improvements will be provided by the SMSC and PLAY. The City will advance funds from the Capital Parks portion of the CIP, which will in turn be reimbursed by PLAY over the next four years. As the MAPP committee will consist of volunteers and City staff, there is no anticipation of incurring any non-staff costs associated with preparation of the MAPP. Staff will utilize the already complete Comprehensive Parks Plan and PAR findings to guide the preparation. 1. Approve a resolution authorizing the lighting of four baseball fields and the installation of other related improvements at Ryan Park and authorize City staff to obtain quotes for an electrical engineering consultant to prepare plans and specifications for the lighting at Ryan Park. 2. Direct the PAC to refine the MAPP committee, timeline and work product for consideration by the Council in the next 60 days. 3. Table this agenda item for a specific reason. 4. Deny this agenda item for a specific reason and provide staff with direction. R:\Agenda Reports\2006\December 4, 2006\Ryan Lighting & MAPP Agenda Report,doc RECOMMENDED MOTION: Alternatives #1 and #2. ReViewer by: L ~ h./ /1Y1' Frank Bo~/j1Si%it1"Ma1lager // // Steve Albrecht, Public Works Director/City Eng. R\Agenda Reports\2006\December 4, 2006\Ryan Lighting & MAPP Agenda Report.doc A RESOLUTION AUTHORIZING FIELD LIGHTING AND ADDITIONAL IMPROVEMENTS AT RYAN PARK AND AUTHORIZING STAFF TO SOLICIT QUOTES FOR AN ELECTRICAL ENGINEER TO PREPARE PLANS AND SPECIFICATIONS FOR LIGHTING WORK Motion By: Second By: WHEREAS, The Park, Athletic and Recreation (PAR) Task Force has rated utilization and improved capacity of existing resources and athletic fields as a top priority; and WHEREAS, On October 2, 2006, the City Council directed staff to request that the PAC implement a process and timeline for the installation of baseball field lighting in Ryan Park; and WHEREAS, On November 1, 2006, the PAC did implement said timeline and began the process with a neighborhood meeting; and WHEREAS, The PAC has recommended the field lighting and additional park improvements, as follows: Improvement Field Lighting (4 baseball fields) Dugouts Back Stop Scoreboards Batting Cages Protective Netting Parking Lot Lighting Crosswalk Flashing Signs (2) Restoration & Irrigation Repair Sub-Total Grand Total and Estimated Cost $ 550,000 $ 20,000 $ 23,000 $ 15,000 $ 27,000 $ 20,000 $ 40,000 $ 3,400 $ 1 ,600 $ 150,000 $ 700,000 WHEREAS, Funding is available through PLAY and SMSC donations as follows: Funding Source SMSC PLAY - initial contribution PLAY - over four years Grand Total and Amount $ 450,000 $ 100,000 $ 150,000 $ 700,000 WHEREAS, Funds are available in the Parks portion of the 2007-2011 CIP, which will be reimbursed by PLAY at the rate of $50,000/year for three years (totaling $150,000); www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The lighting of four baseball fields and the installation of other related improvements at Ryan Park is hereby authorized. 3. City staff is hereby authorized to obtain quotes for hiring an electrical engineering consultant to prepare plans and specifications for the lighting at Ryan Park. PASSED AND ADOPTED THIS 4TH DAY OF DECEMBER 2006. YES NO Haugen Dornbush Erickson LeMair Millar Haugen Dornbush Erickson LeMair . Millar Frank Boyles, City Manager