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E04y1� ,.,�� Request for Action <br /> River <br /> To Item Number <br /> Mayor and City Council 8.1 <br /> Agenda Section Meeting Date Prepared by <br /> General Business August 21, 2017 Steve Benoit,Recreation Manager <br /> Item Description Reviewed by <br /> Youth Athletic Complex and Oak Knoll Athletic Michael Hecker, Parks and Recreation Director <br /> Complex Ballfield Dugouts Reviewed by <br /> Cal Portner, City Administrator <br /> Action Requested <br /> ■ Adopt,by motion, an agreement between the City of Elk River and the Elk River Youth Baseball <br /> Association for $61,162 to install dugouts on ballfields #5 and #6 at the Youth Athletic Complex <br /> and ballfields #1 and #2 at the Oak Knoll Athletic Complex. <br /> ■ Adopt,by motion, a resolution acknowledging the $61,162 in contributions from the Elk River <br /> Youth Baseball Association. <br /> Background/Discussion <br /> For the 2015 budget year, the Parks and Recreation Commission allocated Park Improvement Funds for <br /> athletic field improvements. The Elk River Youth Baseball Association (ERYBA) requested dugout <br /> installation ballfields #5 & #6 at the Youth Athletic Complex (YAC). Staff and ERYBA worked to <br /> develop a design and acquire bids which came in at$75,400. Obtaining bids was extremely difficult due <br /> to the small scope of the project and requirement for multiple quotes. The Commission felt the costs <br /> were too high for only two ballfields and on September 21, 2015, the City Council directed staff to reduce <br /> the cost and the 2015 project died. <br /> For 2016, the Parks and Recreation Commission recommended$80,000 for the construction dugouts on <br /> YAC #5 & #6 and Oak Knoll Athletic Complex fields #1 & #2. HKGi was engaged to develop a <br /> dugout plan and acquire bids. HKGi proposed two designs, a basic dugout and an enhanced baseball <br /> design. HKGi's best bid was $141,162 or $61,162 over the $80,000 city allocation. To bridge the deficit, <br /> staff developed an equitable cost-share plan with ERYBA and the new Elk River Softball Association. <br /> ERYBA indicated an interest while softball representatives indicated they cannot partner due to recent <br /> changes in their association. ERYBA further indicated that in order to complete the project in 2017 they <br /> would cover softball's portion of the funding gap,provided the city allow for multi-year financing. <br /> ERYBA requested the enhanced dugout design installed on YAC #5 & #6 and the basic design at Oak <br /> Knoll. <br /> Financial Impact <br /> The total estimated project cost is $141,162. The city will contribute $80,000 from the Park <br /> Improvement Fund leaving a balance of$61,162. If the Council agrees, ERYBA will donate $15,000 in <br /> 2017 and pay the remaining$46,162 in four equal installments each year from 2018 to 2021. <br /> POWERED 6T <br /> AR <br />