8.1. PRSR 09-13-2017 - Laserfiche WebLink

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■ Facebook posts for August ■ City Website updates • Submitted events to Chamber online calendar • Started advertising for the following: • Fallg Pro rams • Spooktacular • Arena Craft fair Dugout Project At the August 21 City Council meeting,a funding plan to construct dugouts on four ballfields was approved. The dugout project began back in 2015,when the Parks and Recreation Commission allocated funds out of the Park Improvement Fund towards athletic field improvements. One improvement requested by the Elk River Youth Baseball Association was to have dugouts installed on ballfields five and six at the Youth Athletic Complex. Staff worked with Youth Baseball to develop a design and acquire bids for the project which came in at a final cost of $75,400. Obtaining these bids was extremely difficult due to the project being small in scope,but still requiring multiple vendors to complete. The Parks and Recreation Commission felt this was too costly for dugouts on only two ballfields. The project was then presented to the City Council at the September 21,2015 meeting and direction was given to staff to continue working on the project in an effort to reduce the cost. The Parks and Recreation Commission then set an$80,000 limit on the project,and stated that it must address not only dugouts at ballfields five and six at the Youth Athletic Complex,but also ballfields one and two at the Oak Knoll Athletic Complex-which also lacks dugouts. Because of the challenges in acquiring bids for this project,staff hired Hoisington Koegler Group Inc. (HKGI) to develop a new dugout plan and acquire bids. HKGI's services are approximately $10,000. Their new plans feature a basic dugout design and an enhanced design dugout. HKGI also experienced challenges securing bids and finally came in with a bid of$141,162 - $61,162 over the$80,000 budget for a basic dugout at one park and an enhanced dugout at the other location. Due to the budget deficit,inquiries were put into the Elk River Youth Baseball and Softball Associations to determine if they would partner financially with the City to cover the funding gap. Youth Baseball has indicated that they are interested in partnering. Youth Softball has indicated that they cannot partner due to recent changes in their Association, however will attempt to fundraise to support the project. Youth Baseball,however,has indicated that in order to see the dugout project completed in 2017 they will cover Youth Softball's portion of the funding gap in addition to their own. Youth Baseball has requested to have the enhanced dugout design installed on ballfields five and six at the Youth Athletic Complex,and the basic dugout design on ballfields one and two at the Oak Knoll Athletic Complex. N:\Departments\Parks and Recreation\Commission\Packets\2017\09-13-17 PRC Packet\8.1 Recreation Managers Report.docx