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6.a) Staff Report-Lighted Ballfield ImprovementsCA 1 DIA Staff Report Date of Meeting: May 6, 2013 To: Park and Recreation Committee From: Kristina Handt, City Administrator Re: Lighted Ballfield Improvements Agenda Item #: 6.a) Background: Rick Smith, as a member of the men's fast -pitch team, came to the April PRC meeting seeking ideas for improvements to the lighted ballfield. He has taken over the responsibility from Jim Lindberg to send the annual letters to sign advertisers. Included in your packet is the agreement from 1996 between the Township, Scandia Rod and Gun Club, and Scandia Marine Lions. It notes each entity's responsibilities and also that funds would be available for lawn maintenance and portable toilets in addition to improvements. In December 2007, the City Council approved having some amendments to the agreement drafted however, staff is unable to locate a revised signed agreement. 12/18/07 minutes: LIGHTED BALL FIELD AGREEMENTS The Council received a report from the residents/organizations involved in the Scandia lighted ball field, regarding 1) a request to amend agreements put in place when the Township took ownership of the field in 1996, and 2) improvements to the field requested in 2008 and beyond. Councilmember Peterson, seconded by Councilmember Yehle, moved to accept the proposal and move forward with drafting a new agreement that will satisfy all parties. The motion passed unanimously. It was noted that ball field improvements for 2008 are not included in the City's 2007 budget and no cost estimates were presented. However, the Lions Club does have a park improvement budget with annual income from their 30 advertising signs at the park. Any reconstruction would probably need to be scheduled for next fall, after the ball season. A copy of the amendments proposed at that time are included in your packet. You will see that it lists further improvements. The City's Capital Improvement Program includes Project # PR -007, Lighted Ball Field Improvements -Infield. This request to grade and rebuild the infield to correct drainage; grade and plant trees behind the west outfield fence was previously made by the Scandia Softball Association. The CIP calls for expenditures of $15,000 to complete this project in 2014 with half of the funds coming from the Capital Improvement Fund and half from Grants/Donations. Issue: What improvements should the PRC recommend to the light ballfield? Proposal Details: White and Rasmussen met with Smith to discuss projects and having some of the funds used to cover operating costs. As of the writing of this report, I have not received any details on proposed improvements. Staff would recommend, consistent with the signed agreement, that funds be applied toward the cost of portable toilets and lawn maintenance. Those costs total about $3,500 a year ($3,000 for lawn maintenance and $500 for portables). Per the agreement, the City would pay for waste disposal and electricity. Those costs were $561 (electricity) and $374 (waste disposal) in 2012. Fiscal Impact: As mentioned above, the project in the CIP is estimated at $15,000. There are funds in the CIP to cover the City's half. As of April 25, 2013 there were $7,204 in the Lion's Ballpark account. Additional funds from the Lions, Rod and Gun Club, Softball Association or others would be needed to cover the project in the CIP and the portable toilet and lawn maintenance requirements of the agreement. Options: 1) Follow existing agreement and determine which improvements should be completed as funds are available. 2) Recommend changing the agreement 3) Identify other improvements to be made to the ballfield Recommendation: Option 1 with infield drainage issue remaining first priority. ?0/3.5/2007 13:14 6514335999 DDSEEFELDT DBA:K0MG0 PAGE 01 AGREEMENT AND STATEMENT OF UNDERSTANDING CONCERNING THE SCANDYA LIGHTED BALL FIELD The Scandia Rod and Gun Club, a non-profit organization, proposes to turn over ownership of the Scandia Lighted Softball field through a restrictive deed to the New Scandia Township. The deed states that the field shall be used for softball for not less than 24 years. The Participants: The Scandia Rod and Gun Club, the New Scandia Township, the Scandia/Marine Lions, and the Scandia Softball Association. The Reason: Presently, the Scandia Men's fastpitch softball tears assumes responsibility for raising all funds to cover expenses amassed at,the softball field. While the system has managed, the quality of the softball field has begun to deteriorate and the responsibilities associated with keeping the field solvent as well as managing a softball team, have become overwhelming. There are .also major areas of concem, including the lack of adequate. insurance to cover potential liabilities. The softball team recognizes the need for outside assistance as well as the shortage of'softball fields for district and youth needs in Scandia. This proposal creates an opportunity for the New Scaudia Township, the Scandia Softball Association, and the Scandia/Marine Lions to join forces in forming an association whose purpose is to preserve one of Scandia's notable landmarks, the lighted softball field. New Scandia Township's role: The Township would assume ownership of the land, providing liability insurance for the property and incurring the expenses of waste disposal and electricity. The benefit to the township wbuld be a gift of central property in the community, as well as gaining a softball field ui which to play district softball gaules or other athletic activities one or two nights a week. Scandia Softball Association's role: The Association, comprised of two members from the men's softball team, two members of the women's teach, and four members of the Scandia community, would advise The New Scandia Town Board on all matters concerning the land occupied by the Scandia lighted softball field. The primary duties of the Association would be to act as a liaison between the teams, the township, and the Lions, and to handle all scheduling of the field. This group would also identify, and prioritize improvements needed at the ball park. 10/15/2007 13:14 6514335999 DDSEEFELDT DBA:KOMGO PAGE 02 Scandia Softball Association Members: Andrew McCurdy, Dan, Liudgren, Daniel Jacobs, Linda Capra, Karen Schuldt, Jim Lindberg, and Greg Benson. Scandia/Marine Lion's Club role: The primary role of the Lion's Club would be to form a committee in charge of providing financial support for the ball park. 0.40 vehicle for £ands accumulation available to the Lions would be the solicitation of advertisements for the billboards along the outfield :fence. The money collected from these advertisements would then be used to cover portable toilets and lawn maintenance costs incurred at the Scandia softball field. The Lions may also, but are not obligated to, donate additional fiords toward projects pertaining to the maintenance and upgrade of the ball park. The principle benefit to the Lions Club would be the opportunity to assume a highly visible and prominent project in the corumwiity. The figures: Currently, dl* -f ve advertisement signs reside at the Smdia softball field. By collecting $100 from each patron, the potential income from this fund-raiser would be $3500.00. Field Expenses Include: Lawn maintenance and portable toilets. Potential Improvements as agreed upon by Lions and Scandia Softball Associatiom Concession. stand, Ratlu oom. facilities, Parking Lot improvements, and fencing and backstop improvements. As to the agreement of the following organizations involved: Scandia Rod and Gua Club, e Scandia/Marine Lions Club: New Scandia Township: Scandia Softball Association.: J Amendment to Agreement Dated April 1, 1996 (Between New Scandia Township — Now the City of Scandia, Scandia Athletic Association and Scandia-Marine Lions Club) ROLES OF SPECIFIC ORGANIZATIONS TO BE AMENDED AS FOLLOWS: City of Scandia • Provide liability Insurance • Schedule the use of the lighted ball field May to August each year. (Reserving Tuesday night after 7:30 p.m. for Scandia Men's Fastpitch Softball Team and Thursday night after 6:OOp.m. for Scandia Women's softball Team. The men & women may use the field after 8:30p.m. for practices provided the City Web site ball field schedule shows it is available. • Provide electricity, waste removal, portable toilets and field maintenance, including lawn mowing and grading. • Review recommendations for improvements requested by the Scandia Athletic Association. Scandia Softball Association • Provide City with updated list of members of the Scandia Athletic Association • Make recommendations for improvements for the City of Scandia to consider • Discuss the possible funding options available with City • Report the general image of the facility within the community. Scandia-Marine Lions Club • Maintain a Lighted Ball Field Committee for the benefit of the facility • Continue to promote the signs at the ball field and segregate sign rental income for the benefit of the lighted ball field. Utilize these funds to help the City of Scandia continue to improve the lighted ball field. • Make recommendations for additional projects at the lighted ball field that would enhance the services provided to the community and promote additional Lionism in the community. The roles of each organization have been described solely for the purpose of improving the Scandia Lighted Softball Field in the City of Scandia. All parties are interested in making it a facility that everyone is proud of. SCANDIA ATHLETIC ASSOCIATION MEMBERS James R. Lindberg Gregory L. Benson Marlin E. McCurdy Gregory A. Isaacson Scott Berglund David Anderson Linda Capra Janelle Kendrick Scandia Resident Scandia Resident 433-3324 433-2646 Scandia Resident 433-2082 Scandia Resident 433-5898 Men's Fastpitch Softball & Scandia Resident 303-1088 Men's Fastpitch Softball & Scandia Resident 433-3004 Women's Softball Team 464-0659 Women's Softball Team & Scandia Resident 433-2318 SCANDIA-MARINE LIONS CLUB LIGHTED BALL FIELD COMMITTEE James R. Lindberg Howard Hawkinson Lowell Isaacson George Lindgren Lion & Scandia Resident Lion & Scandia Resident Lion & Scandia Resident Lion & Scandia Resident 2008 IMPROVEMENTS 1. Flag pole and Flag --Estimated Cost Under $500—To be paid By Lions Ball field Fund. 2. Poles and Screen in outfield to block sunset from batters eyes. Estimated under $700 ---To be paid by Lions Ball field Fund. 3. Grade and rebuild the infield with material that will handle more rainwater. This may require some water management consulting. The committee recommended Roger Lindell be consulted regarding this project. He is familiar with the water table and maybe he could research materials that other fields use and their water drainage systems. Committee requests the City pay for this improvement. 4. Level grade and seed the area behind the outfield fence. Plant trees at the western border of the property especially in back of center field area that will help block the setting sun that interferes with players batting. Currently we will deal with this by #2 above but the trees would be a better longer term solution. The improved area beyond the outfield fence can provide additional parking and recreation space. IMPROVEMENTS FOR 2009 & AFTER Well, Restrooms, scoreboard, picnic tables, bleacher replacement, football, basketball. 05/03/2013 02:36 I To: Kristina Handt City Administrator fax: 651-433-5112 From: Rick Smith Kristina, Mike Wright asked me to send you what I have regarding I' the pavilion proposal at the Scandia lighted Ball park. A 40' by 20', 12 post pavilion, with a ribbed metal roof. Located between concession stand and play ground. Material estimate from Menards: $2,781.89 Labor: Volunteer Let me know if you have any questions. Rick Smith 651-271-6124 Enclosed: Rough sketch and Menards Estimate NO. 624 D01 RECEIVED MAY -2 2013 CITY OF SCANDIA 05/03/2013 02:36 ESTIMA'T'E. POR: Delete 22800 EVertan Ave Forest Lake, MN 56025 Ph: (651) 9e2-6600 PROJECT DESCRIPTIONt p06t fame Estimate From :t 4 aQ1 i1► 9 STORE # 3128 FORE PHONE: (651) 9 82- 1500 22HOD EVER -TON AVE NORTHFAX: (651) 982-1300 FOREST LAKE, MN 55025 ESTIMATE BY FSTIMATH DATk toby 04/12/13 NO.624 002 Estimate # 44949 Page X of 1 SKU NUMBER DESCRIPTION TODAY'S I�AYrrG .S U�^TQTi,1. 7 , 775.1! 9 qTY TO ORDER ADDITJM%1AL IT INFORMATION 100-4546 MM 706S CUSTOM POST VRAME 6 EACH Special order •• STATED HMEIN. Ah utfor lad6n an This faun, atm Ihan Prkc has WA prondsd by gu•ri 1174 Mwr#ddi 13 not rasp6ntible for any srrclf in Inforwadon VINDOR PART 1: trues Lhe on ais csdmale, includiag but not IIHIcd to qunathy, dtruemton and gloilly. PkLm •xRlnint this oomlI esrofldty, MENARITS MAKES NO RIZPFLUPNTA71ONS, GILA!„ WRITTEN OR OTH91WASS THAT 1'110 MAnRIAI S 1.ISTILO ARIL j 20'Post frame truss TIEEREARE NO REFRESENTAT10NS THAT THE IHATRRTAIALISTED HEREIN b1EET YO LIR 0DOU REQ111REM ENT$. 179-4221 g^x20" FOOTING PAD 16D y➢CIRCULAR 12 EACH •• Special Order *• 11I-7132 6X6-11' AC2 TREATPD Cs LIFETIME WTY 12 EACH 109.5111 12• TRTD ANCHOR aLorx EPEC ORDRR MM 46 EACH Special Order ►+ ` f 102.1169 f 2R4.21D' p26STR PF C'ONSTR LUMBER 24 EACH 102-1161 3X4 -e' STUD/42- t'R 6PF CONSTR LUMBER 24 EACH ON SALE THRU 04/13/13 155.8162 PRO -RIB WITS .0142BP- 01654P 9.45e Special Order •• 28-178° 155-8412 10' UNIVERSAL k; E CAP WHITE 5 EACH 156.3546 12' CORNER AND GftXLE TRIMHHITE 4 EACH 230.1695 SCREN 1-1/2"r:Op Rp PAINTELO AOX 2 LACK •• special Order •- 01•NHITE 229-1946 NAIL 30D POLERA RC 5 Le BOX 2 EACH 229.3941 NAIL 6DD POLIDARN RS 5 LB SOX 3 EACH +•• It pua:ab4ped COday, you a4ve 01.00 ••+ This 4 Ctt erdinm. Il it given onty for general price i1krWA60n, This 41161 011 off }r 004 1hero Can bi 110 Isp ly binding camrad bo Lwoon 6z parr rs tHed span 6111 eu;matc The photo cwrod Weir Ile suXapt w ehaoge 3epmtdiT r upnn the maT1111 MT1(I! D7M Tim prit is amteii TODAY'S I�AYrrG .S U�^TQTi,1. 7 , 775.1! 9 on Lbis vvdmak art not Puts far any time peTW ultss cpeeifialiy written 0111"tic an 11;$ farm and am 1161 illdw ws or plies, delivery, REGULA R SUB -TOTAL; 2.7 a 1. e s Wlckagillf army ollyr Shama: which may or may sat nmd to be 144ed whorl oltsmxtaly purchowing prallu m from Ati otbrnale The ovollabl1W of malc4ta k eull wi to inwrntary condlllOnl. MENARDS IS NOT RESPONVOLE FOR A NY LOSS INCORA0 BY THE G'UWST WHO REU&S ON PRLCFS SIT FORTH fitAtIN OR ON THE AVAILABILITY Of ANY Oil M MATER ALti STATED HMEIN. Ah utfor lad6n an This faun, atm Ihan Prkc has WA prondsd by gu•ri 1174 Mwr#ddi 13 not rasp6ntible for any srrclf in Inforwadon GUEST COPY Lhe on ais csdmale, includiag but not IIHIcd to qunathy, dtruemton and gloilly. PkLm •xRlnint this oomlI esrofldty, MENARITS MAKES NO RIZPFLUPNTA71ONS, GILA!„ WRITTEN OR OTH91WASS THAT 1'110 MAnRIAI S 1.ISTILO ARIL SUITABLEFORANYVURPOSEBFUNGCONSTDRREDIYTHEGUEST.UZAU5FOPWt9SVAt1IAT10TSINCODES, PAGE 1 OF 1 TIEEREARE NO REFRESENTAT10NS THAT THE IHATRRTAIALISTED HEREIN b1EET YO LIR 0DOU REQ111REM ENT$. 05/03/2013 02:36 N0.624 D03 �..' -oma_