THREE RIVERS PARK DISTRICT REGULAR BOARD MEETING. May 23, 2013

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1 THREE RIVERS PARK DISTRICT REGULAR BOARD MEETING May 23, 2013 Commissioners Present: John Gunyou, Chair; Steven E. Antolak, Larry Blackstad, Jennifer DeJournett, Daniel Freeman, John Gibbs, and Penny Steele Staff Present: Cris Gears, Superintendent; R. Barth, A. Berns, J. Brauchle, B. Carlson, M. Dahlof, K. Grissman, A. Gurski, M. Horn, H. Koolick, K. Lynch, G. Lindberg, J. McDowell, T. McDowell, J. McGrew-King, A. Meyer, J. Mogan, E. Nelson, K. Sampica, L. Seaton, F. Seymour, M. Themig and J. Vlaming Others Present: Jamie Madson, Curriculum Integration Specialist, Rockford Middle School; Hennepin County Sheriff Rich Stanek; Paul Anderson, Architect, Partners and Sirny; Terry Pellegrino, Senior Associate - The Americas, Foodservice Consultants Society International (FCSI); Martin Walsh, Director of Carver County Parks; Cort Holten, Legislative Consultant, Chestnut & Cambronne; and Residents: Jerry Schuster, Kelle Lang Staats, and Elaine Koyame 1. OPENING BUSINESS A. Call to Order Board Chair John Gunyou called the meeting to order at the Administrative Center, Board Room, 3000 Xenium Lane North, Plymouth, MN at 5:02 p.m. B. Pledge of Allegiance C. Roll Call 2. APPROVAL OF AGENDA Commissioner DeJournett requested that Item 5G. be removed from Consent Items. MOTION by Freeman, seconded by DeJournett, TO AMEND THE AGENDA BY REMOVING FROM CONSENT ITEMS 5G. APPLICATION TO MINNESOTA GREENCORPS FOR SUPPORT OF FARM EDUCATION INITIATIVES AND FURTHER, TO APPROVE THE AGENDA OF THE MAY 23, 2013, REGULAR BOARD MEETING AS AMENDED. 3. SPECIAL BUSINESS (None)

2 Regular Board Meeting May 23, COMMUNICATIONS A. Special Matters 1. Presentation of Appreciation Award from Rockford STEM School Jamie Madson, Curriculum Integration Specialist, Rockford Middle School, presented the appreciation award to the Board. 2. Hennepin County Sheriff Stanek Update Hennepin County Sheriff Rich Stanek updated the Board on County, Park District and local community law enforcement partnerships, services and activities. B. Superintendent s Report Superintendent Cris Gears reported on the following topic(s): Proposed Board Workshop to be held in July. Upcoming committee meeting agenda items include: hydropower generation at Coon Rapids Dam, equestrian and snowmobile policies, and other issues. Associate Superintendent Margie Dahlof reported on the following topic(s): Judy McDowell, Strategic Initiatives Coordinator, briefly described the Park District s Green Camping initiative and distributed a Green Camping Guide to Commissioners (on file). C. Citizens Wishing to Address the Board (None) 5. CONSENT ITEMS Item 5G. was removed from Consent Items. MOTION by Blackstad, seconded by Antolak, TO APPROVE CONSENT ITEMS AS FOLLOWS: A. Minutes of the April 18, 2013, Regular Board Meeting MOTION TO APPROVE THE MINUTES OF THE APRIL 18, 2013, REGULAR BOARD MEETING. B. Approval of Claims for the Period Ended May 16, 2013 MOTION TO APPROVE PAYMENT OF CLAIMS AS RECOMMENDED BY THE SUPERINTENDENT FOR THE PERIOD ENDED MAY 16, 2013, IN THE AMOUNT OF $4,470,

3 Regular Board Meeting May 23, 2013 C. Amendment to Kingswood Purchase Agreement Closing Date Extension MOTION TO APPROVE AN AMENDMENT TO THE KINGSWOOD PROPERTY PURCHASE AGREEMENT BETWEEN THE PARK DISTRICT AND MINNESOTA ANNUAL CONFERENCE OF THE UNITED METHODIST CHURCH TO EXTEND THE CLOSING DATE FROM MAY 30, 2013, TO ON OR BEFORE JUNE 30, D. Regional Trail Property Acquisition in Minnetrista Agreement MOTION TO ENTER INTO AN AGREEMENT WITH WOODLAND COVE, LLC AND WOODLAND COVE II, LLC FOR ACQUISITION REIMBURSEMENT OF THE VON BLON/MEYER PROPERTY ALONG A FUTURE REGIONAL TRAIL IN THE CITY OF MINNETRISTA, AND FOR FUTURE CONSTRUCTION OF A TRAIL ACROSS SAID PROPERTY. E. Resolution to Support Mound s State-aid Reimbursement for the CSAH 15 Trail Crossing Improvement Project MOTION TO ADOPT RESOLUTION NO REQUESTING AN ADMINISTRATIVE VARIANCE FROM STATE AID RULE SUBPART 2A FOR THE TRAIL CROSSING SAFETY IMPROVEMENTS PROJECT CONSTRUCTED AND COMPLETED IN SEPTEMBER 2012 FOR THE DAKOTA RAIL REGIONAL TRAIL AT COUNTY STATE AID HIGHWAY 15 IN THE CITY OF MOUND. F. Approval of Consulting Services for Crystal Lake Regional Trail Development - Robbinsdale Segment MOTION TO AUTHORIZE THE BOARD CHAIR AND SUPERINTENDENT TO ENTER INTO A CONSULTANT AGREEMENT WITH SRF CONSULTING GROUP, INC. TO PROVIDE PROFESSIONAL CONSULTING SERVICES FOR THE ROBBINSDALE SEGMENT OF THE CRYSTAL LAKE REGIONAL TRAIL DEVELOPMENT PROJECT WITH A TOTAL HOURLY NOT-TO-EXCEED FEE IN THE AMOUNT OF $298,268 INCLUDING ESTIMATED REIMBURSABLE EXPENSES; AND TO ESTABLISH A TOTAL CONSULTANT BUDGET IN THE AMOUNT OF $328,094, TO INCLUDE A TEN PERCENT CONTINGENCY, WITH FINANCING FROM THE PARK DISTRICT GO BONDS AND A HENNEPIN COUNTY BIKEWAY GRANT. H. Resolution Appointing Minnesota Department of Transportation as Agent of the Three Rivers Park District for the Luce Line Regional Trail Safe Bridge Crossing Project MOTION TO ADOPT RESOLUTION NO ; A RESOLUTION AUTHORIZING THE BOARD CHAIR AND SUPERINTENDENT TO ENTER INTO AGENCY AGREEMENT NO WITH MINNESOTA DEPARTMENT OF TRANSPORTATION TO ACT AS THE THREE RIVERS PARK DISTRICT S AGENT IN ACCEPTING FEDERAL AID FOR THIS PROJECT. All ayes, no nays, MOTIONS ADOPTED Item 5G. was considered separately at this time.

4 Regular Board Meeting May 23, 2013 G. Application to Minnesota GreenCorps for Support of Farm Education Initiatives MOTION by Antolak, seconded by Blackstad, TO ADOPT RESOLUTION NO APPROVING SUBMISSION OF AN APPLICATION TO THE MINNESOTA GREENCORPS PROGRAM TO SERVE AS A HOST AGENCY FOR ONE MINNESOTA GREENCORPS MEMBER FROM SEPTEMBER 2013 THROUGH AUGUST Commissioner DeJournett abstained. 6. UNFINISHED BUSINESS A. HSSA Redevelopment MOTION by Gibbs, seconded by Blackstad, TO: Six ayes, no nays, one abstention, MOTION ADOPTED 1. ADOPT THE SCHEMATIC DESIGN FOR THE HSSA CHALET AND DIRECT THE PROJECT TEAM TO MOVE FORWARD WITH DESIGN DEVELOPMENT OF THE CHALET, CHALET PARKING AND NORMANDALE PARKING EXPANSION PROJECT; AND 2. ADOPT A TOTAL NOT-TO-EXCEED PROJECT BUDGET OF $14,150,000 TO INCLUDE PLANNING AND DESIGN, CONSTRUCTION ADMINISTRATION, AND CONSTRUCTION MANAGEMENT FOR CONSTRUCTION OF A NEW CHALET, CHALET PARKING, AND EXPANSION OF PARKING AT THE NORMANDALE PARKING AREA, INCLUDING A 10% DESIGN CONTINGENCY AND 5% CONSTRUCTION CONTINGENCY, WITH FUNDING TO BE PROVIDED FROM SOURCES THAT DO NOT REQUIRE AN INCREASE IN THE PARK DISTRICT S PROPERTY TAX LEVY; AND 3. DIRECT THE SUPERINTENDENT AND GENERAL COUNSEL TO REVIEW AND RECOMMEND ANY PROPOSED CHANGES TO THE DESIGN CONSULTANT CONTRACT AND CONSTRUCTION MANAGEMENT CONTRACT BASED ON THE REVISED PROJECT BUDGET AMOUNT OF $14,150,000, THE ANTICIPATED CONSTRUCTION SCHEDULE, AND POTENTIAL COMPLETION INCENTIVES AND DELAY DAMAGES. Paul Anderson, Architect - Partners and Sirny, addressed the Board regarding changes to the schematic design plans. Terry Pellegrino, Senior Associate - The Americas, Foodservice Consultants Society International (FCSI), addressed the Board regarding food service area schematic design plans. Chair Gunyou recognized citizens who wished to address the Committee at this time. The following individuals addressed the Committee regarding the HSSA Chalet project.

5 Regular Board Meeting May 23, 2013 Jerry Schuster, City of Bloomington resident and President of the Midwest Sport/Ski Council, Inc. Kelle Lang Staats, City of Chanhassen resident and Program Committee Representative of the Midwest Sport/Ski Council, Inc. Elaine Koyame, City of Edina resident and HSSA Ski Instructor. At the request of Commissioners, Chair Gunyou suggested that the motion be separated into three individual motions and acted upon by roll call vote. MOTION by Antolak, seconded by Steele, TO SEPARATE THE HSSA REDEVELOPMENT MOTION INTO THREE SEPARATE MOTIONS AS ORIGINALLY NUMBERED 1., 2. AND 3. Actions were taken on the three separate motions as follows: 1. MOTION by Gibbs, seconded by Blackstad, TO ADOPT THE SCHEMATIC DESIGN FOR THE HSSA CHALET AND DIRECT THE PROJECT TEAM TO MOVE FORWARD WITH DESIGN DEVELOPMENT OF THE CHALET, CHALET PARKING AND NORMANDALE PARKING EXPANSION PROJECT. Antolak Aye DeJournett Nay Steele Aye Blackstad Aye Freeman Aye Gunyou, Chair Aye Gibbs Aye MOTION ADOPTED 2. MOTION by Gibbs, seconded by Blackstad, TO ADOPT A TOTAL NOT-TO- EXCEED PROJECT BUDGET OF $14,150,000 TO INCLUDE PLANNING AND DESIGN, CONSTRUCTION ADMINISTRATION, AND CONSTRUCTION MANAGEMENT FOR CONSTRUCTION OF A NEW CHALET, CHALET PARKING, AND EXPANSION OF PARKING AT THE NORMANDALE PARKING AREA, INCLUDING A 10% DESIGN CONTINGENCY AND 5% CONSTRUCTION CONTINGENCY, WITH FUNDING TO BE PROVIDED FROM SOURCES THAT DO NOT REQUIRE AN INCREASE IN THE PARK DISTRICT S PROPERTY TAX LEVY. Antolak Aye DeJournett Nay Steele Aye Blackstad Aye Freeman Aye Gunyou, Chair Aye Gibbs Aye MOTION ADOPTED 3. MOTION by Gibbs, seconded by Blackstad, TO DIRECT THE SUPERINTENDENT AND GENERAL COUNSEL TO REVIEW AND RECOMMEND ANY PROPOSED CHANGES TO THE DESIGN CONSULTANT CONTRACT AND CONSTRUCTION MANAGEMENT CONTRACT BASED ON THE REVISED PROJECT BUDGET AMOUNT OF $14,150,000, THE ANTICIPATED CONSTRUCTION SCHEDULE, AND POTENTIAL COMPLETION INCENTIVES AND DELAY DAMAGES. Antolak Aye DeJournett Aye Steele Aye Blackstad Aye Freeman Aye Gunyou, Chair Aye Gibbs Aye MOTION ADOPTED

6 Regular Board Meeting May 23, 2013 B. Agreement with Scott County for Cleary Lake Regional Park Improvements Mark Themig, General Manager of Scott County Parks, provided background information, a PowerPoint presentation and stood for Commissioners questions. MOTION by Freeman, seconded by Blackstad, TO AUTHORIZE THE BOARD CHAIR AND SUPERINTENDENT TO EXECUTE A CONSTRUCTION COOPERATIVE AGREEMENT WITH SCOTT COUNTY FOR ROADWAY, PARKING LOT, STORM WATER, SITE ADA, DRIVING RANGE, AND PRACTICE GREEN IMPROVEMENTS AT CLEARY LAKE REGIONAL PARK. Commissioner Steele amended the motion as follows: MOTION by Steele, seconded by DeJournett, TO AMEND THE MOTION BY ADDING LANGUAGE STATING THAT NO HENNEPIN COUNTY TAXPAYER DOLLARS, OTHER THAN THOSE DOLLARS THAT ARE PART OF THE REGIONAL TAX BASE, WERE USED TO FUND THE CAPITAL COSTS FOR THIS PROJECT. Action was taken on the final motion as follows: MOTION by Freeman, seconded by Blackstad, TO AUTHORIZE THE BOARD CHAIR AND SUPERINTENDENT TO EXECUTE A CONSTRUCTION COOPERATIVE AGREEMENT WITH SCOTT COUNTY FOR ROADWAY, PARKING LOT, STORM WATER, SITE ADA, DRIVING RANGE, AND PRACTICE GREEN IMPROVEMENTS AT CLEARY LAKE REGIONAL PARK AND FURTHER, NO HENNEPIN COUNTY TAXPAYER DOLLARS, OTHER THAN THOSE DOLLARS THAT ARE PART OF THE REGIONAL TAX BASE, WERE USED TO FUND THE CAPITAL COSTS FOR THIS PROJECT. C. Legislative Update No action required; this item was presented for information and discussion by Cort Holten, Legislative Consultant, Chestnut & Cambronne. D. Budget Preview Part 3 No action required; this item was presented by Howard Koolick, Director of Finance/CFO. 7. NEW BUSINESS A. Policy Direction for Development of 2014 General Fund Budget This item was presented by Superintendent Cris Gears and Howard Koolick, Director of Finance/CFO. Commissioners provided staff with direction relative to development of the Park District s 2014 General Fund Budget.

7 Regular Board Meeting May 23, 2013 B. Agreement to Allow Carver County to Pay for Paving & Maintaining Regional Trail in Victoria Martin Walsh, Director of Carver County Parks, provided additional project information and stood for questions. MOTION by Freeman, seconded by Steele, TO AUTHORIZE THE SUPERINTENDENT AND BOARD CHAIR TO ENTER INTO AN AGREEMENT WITH CARVER COUNTY FOR PAVING AND MAINTAINING A PORTION OF THE LAKE MINNETONKA LRT REGIONAL TRAIL WITHIN THE CITY OF VICTORIA. C. Award of Construction Contract to New Look Contracting, Inc. and Approval of Consultant Agreement for Construction Administration Services to Short Elliott Hendrickson, Inc. for the Fish Lake Regional Park Pavement Rehabilitation Project MOTION by DeJournett, seconded by Blackstad, TO: AWARD A CONTRACT FOR THE CONSTRUCTION OF FISH LAKE REGIONAL PARK PAVEMENT REHABILITATION PROJECT TO NEW LOOK CONTRACTING OF ELK RIVER, MN IN THE TOTAL BASE BID AMOUNT OF $1,424,476.69; AND FURTHER, TO ESTABLISH A TOTAL CONSTRUCTION BUDGET OF $1,566, TO INCLUDE A TEN PERCENT CONTINGENCY WITH FINANCING FROM A 2012 METROPOLITAN COUNCIL LEGACY GRANT. ENTER INTO A CONSULTANT AGREEMENT WITH SHORT ELLIOTT HENDRICKSON, INC. TO PROVIDE CONSTRUCTION ADMINISTRATION SERVICES FOR THE FISH LAKE REGIONAL PARK PAVEMENT REHABILITATION PROJECT, WITH A TOTAL HOURLY NOT-TO-EXCEED FEE IN THE AMOUNT OF $95, PLUS ESTIMATED REIMBURSABLE EXPENSES IN THE AMOUNT OF $14, FOR A TOTAL ESTIMATED FEE AMOUNT OF $109, PER THE CONSULTANT AGREEMENT; AND FURTHER TO ESTABLISH A TOTAL CONSULTANT BUDGET IN THE AMOUNT OF $120, TO INCLUDE A TEN PERCENT CONTINGENCY WITH FINANCING FROM A 2011 METROPOLITAN COUNCIL LEGACY GRANT. 8. ANNOUNCEMENTS There were no Commissioners announcements. 9. ADJOURNMENT MOTION by Blackstad, seconded by Freeman, TO ADJOURN THE REGULAR BOARD MEETING OF MAY 23, 2013.

8 Regular Board Meeting May 23, 2013 The meeting was adjourned at 9:50 p.m. John Gunyou, Board Chair Cris Gears, Superintendent