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HomeMy WebLinkAbout[06] St. Joseph Saints - Dugout ReliefC.[Tl' OF RT. JUSN:1'H MEETING DATE: June 3, 2010 AGENDA ITEM: Dugout Loan Request for Relief SUBMITTED BY: Finance Council Agenda Item-6(a) BOARD /COMMISSION /COMMITTEE RECOMMENDATION: The St. Joseph Saints baseball team requested rebuilding the dugouts at the Memorial Park ball field in August 2007. The Team fundraised to demolish the old dugouts and rebuild new dugouts. The City Council approved waiving the building permit fee of up to $100. In November 2007, Mr. Schneider approached the Park Board stating the Team's fundraising was short $3,000 and requested park funds pay for the short-fall. The Park Board recommended to City Council to transfer $3,000 from the Cloverdale Park budget to cover the dugout short-fall PREVIOUS COUNCIL ACTION: The City Council approved loaning $2,999 to the St. Joseph Saints to complete the dugout project with the understanding the loan would be repaid. The St. Joseph Saints agreed to split the pay back over a three -year term. The project was completed in the spring of 2008. BACKGROUND INFORMATION: Pat Schneider is the manager and representative for the team. Pat has approached the City with a request to forgive the third and final dugout loan payment of $999 stating the Baseball Team paid for field repairs in 2009. The repairs cost more than the $999. Attached is a letter from Pat requesting the final payment be waived. To provide the Council with the history of the request, the past information has been included with this request. BUDGET /FISCAL IMPACT: $ 999.00 revenue source to be determined, if City covered. The Park Dedication Fee fund current balance - $36,065. ATTACHMENTS: Request for Council Action 6:1 St. Joseph Saints Request for relief 6:3 Summary of Note Receivable 6:4 Park Board Minutes — Oct 22, 2007 6:5 Park Board CIP to cover cost 6:6 Extract of Council minutes — Sept 6 2007 6:7 Extract of Council minutes — Dec 13 2007 6:8 Council Packet Material — Dec 13 2007 6:9 -11 (Note: The Park Board minutes for 2007 are incomplete as they have not provided a copy of the November 26, 2007 minutes.) REQUESTED COUNCIL ACTION: The Council must either affirm their Decision of 2007 or determine the revenue source for the outstanding Note Receivable. 6:1 THIS PAGE INTENTIONALLY LEFT BLANK 6:2 St. Joseph Saints Baseball Team, Inc. 3/02/10 Hi Lori, You should have received the fax of our invoices from last fall for the reconstruction of the grass infield on the baseball field in Memorial Park. This project was a necessity due to several injuries that have occurred during baseball games in the last few years. Most recently was a 3'd baseman receiving 12 stitches to the forehead as a result of a bad hop in the infield in July of 2009. As you can see the St. Joseph Baseball Team spent $2,968.50 on this renovation project. This money was raised through player fees and a spring fundraiser. Schroden Lawn and Seed and Honer Excavating were the major vendors used besides volunteer labor from the baseball team. Luckily, the St. Joseph Jaycees offered to help defray our expenses by donating $750.00. This check is currently being held by the City of St. Joseph. Our wishes are to receive that donated money of $750.00 and use it to help pay our money due to the City for the new dugouts that were constructed in 2008. We would also like to request that the City Council consider accepting the balance spent on this infield project by the team, which is $2,218.50, as payment for the 2008 dugout "loan ". The "loan" balance to consider would be $1,250.00. So far both the '08 dugout and '09 infield projects have been team funded and donated to the City by the baseball team for improvements at Memorial Park. Thank you! Sincerely, Pat Schneider St. Joseph Saints 8889 Crestview Dr. St. Joseph, MN 56374 320 - 309 -2791 6:3 City of St. Joseph Park Board Memorial Park Dugouts 3- Jun -10 The Saint Joseph Saints replaced the dugouts at Memorial Park in 2007/2008. The demolition of the old dugouts and rebuilt dugouts were completed with donations and in -kind labor. Building permit fees were waived by the City Council. The project was short $2,999. The City Council agreed to pay the $2,999 out of the Park Dedication Fees with the understanding the Saint Joseph Saints would reimburse the City over a three -year period. Dec. 31, 2007 Loan Amount: $ Jan. 2, 2009 Payment Received: $ May 11, 2010 Payment Received: $ Balance Due: 2,999.00 Note Receivable (1,000.00) record against revenue (1,000.00) record against revenue 999.00 record against revenue - current receivable 6:4 ST. JOSEPH PARK BOARD October 22, 2007 Members Present: Lonnie Abbot, Chuck Muske, Marge Lesnick, Alison Brown, and Bruce Berghorst. City members Present: Rick Schultz, Lori Bartlett, and Dick Taulfen. Missing Cory Ehlert. Call to Order: 7:07 p.m. Approval of Minutes: Amended last months minutes to read that Lonnie Abbot was present at the September meeting and that Marge Lesnick was missing, also noted that the treasurers report was submitted and approved. And that Bruce has a file of Park Board stuff not a box of junk. Motion by Bruce, second by Alison, to accept the Minutes as amended. Motion passed. Approval of Agenda: Motion by Marge, second by Alison to accept the Agenda. Motion Passed New Business% Memorial Park: Rick had sent out a notice that he was contacted by Pat Schneider that his fund raising for the dugouts is a little short and was wondering if the Park Board had any funds available .A discussion followed and the park board decided that this was a maintenance issue and we could not allocate any of our funds towards this, Rick will let Pat know. Park Board Planning: Judy sent us a memo that she has met with representative regarding a master Park Board plan and that she would be sending us further info.. She also noted that if any one knew of a firm that we would like to be looked at we should send her this so she could send them the information needed. Rick also showed us a sample plan of Park design. '/2 Cent Sales Tax: Lori stated the funds were being collected and that the Mayor wants to form a committee to plan on the implementation of the funds so it covers the will of the people. He would like the Chairman of the Park Board to be a member of this committee. Summer Rec: Judy sent us a note the Summer Rec. program was going to be started up again and wanted to know if the Park Board would like to be involved in some capacity. It was noted the The Park Board likes the idea we would not want to be involved with the running of this program. Sign Ordinance: The Park Board reviewed the request from the Rec Association to change the sign ordinance to allow Advertising signs to be allowed to put on the Outfield fences so that they could use this as a source of revenue. Motioned by Lonnie and seconded by Marge. Motion reads. The Park Board recommends that the sign ordinance be changed to allow advertising signs along the outfield fences as a source of revenue. Motion Passed. Centennial Park: Cory had given Dick a bid from Full Fledge Construction of $395 dollars to finish off the north side of the building. Motioned by Chuck and seconded by Marge to accept this bid. Motion Passed. Dick also got a bid from Cold Spring Electric to install occupancy lights in the bathrooms at Centennial and Wobegon Trail Parks. Motion was made to accept the bid. The motion was tabled; we need to find out who pays for the Wobegon Park Building. 6:5 p I. �rIJI •. �!n CITY OF ST. JOSEPH CAPITAL IMPROVEMENT PLAN 2008-2012 PROJECT TITLE: Veterans Memorial Park TOTAL COST: $3,999.00 PROJECT NUMBER: PTR -05 PROJECT CATEGORY: Parks, Trails, and Recreation DESCRIPTION: New Dugouts, Trees, Play Equipment, Parking Lot JUSTIFICATION: The Park Board budgeted 2008 funds to be spent on planting trees along the north side of the park (approximately 10 trees). The Park Board and City Council approved Pat Schneider with the St. Joseph Saints to replace the dugouts for the 2008 St. Joseph Saints season to be paid for with donated money, in- kind help, and $2,999 from the park dedication funds. The cost of the project is expected to be $14,000. The Park Board also suggested the City Council review the minutes to pave and/or repair the parking lot around the concession stand. No funds were set aside by the Park Board for this project. PROJECT COSTS AND FUNDING SOURCES BY YEARS: Project Funding Prior Source Years 2008 2009 2010 2011 2012 Total Parkland Dedication 2,999.00 1,000.00 3,999.00 0.00 0.00 0.00 Total 3,999.00 PROJECT COSTS PROJECT STARTING DATE: Preliminaries $0.00 Land Acquisition 0.00 PROJECT COMPLETION DATE: Construction 0.00 Equipment and Other 3,999.00 NEIGHBORHOOD: Total $3,999.00 6:6 Extract of City Council Minutes — September6, 2007 [page 3] St. Joseph Baseball, Request to relieve Building Permit Fees St. Joseph Baseball Request to relieve Building Permit fees: Weyrens stated that the St. Joseph Baseball Team is looking to replace the dugouts at the Schneider Field with an estimated cost of $14,000. They are requesting that the City waive the Building Permit fees associated with this project. Schultz that the Baseball Team would like to begin work immediately and they cannot begin until they have a building permit. Weyrens stated that the project is being funded through donations with about one -half of the proceeds secured. The Park Board has advised the Team representative that they do not have funds for this project and if they move forward without full funding they should not expect to come back to the Park Board. Rassier questioned whether or not the project will move forward if they cannot raise the required funds. Schultz replied that they may take out a loan and pay it back as they raise the funds. They would like to complete the project prior to the start of next season. Frank made a motion to approve the relief of City portion of the Building Permit fee for the dugout replacement not to exceed $100. The motion was seconded by Schultz and passed unanimously. 6:7 Extract of City Council Minutes — December 13, 2007 [pages6 -7] Capital Improvement Plan — Dugouts, St. Joe Saints Capital Improvement Plan — Dugouts: Weyrens reported that the Park Board has recently meet and discussed the funding shortfall for the dugouts at Schneider Field. Pat Schneider approached the Park Board seeking $ 3,000 in funding, the amount of the project he is short. The project included the demolition and construction of new dugouts for use at Schneider Field. Since the dugouts were being expanded, the Park Board agreed to reallocate funds for the Cloverdale Tot Lot to cover the shortfall for the dugouts. Wick stated it is his opinion that funding the shortfall for the dugouts is not an appropriate use of Park Dedication Fees. The Statute requires a nexus between the improvement and fees collected. Schneider Fields are located in an area where development is not occurring and he questions whether or not the expansion of the dugouts is capital or maintenance. He further added that Mr. Schneider approached the Council and the Park Board and stated that no financial assistance would be needed from the City. Wick stated that in reviewing the projected expenditures items have been completed and not billed. Therefore Wick questioned if the shortfall is $ 3,000 or an amount to be determined later. Wick stated that the St. Joseph Recreation Association has had to re -pay funds from the City and he suggested that a payment plan be established with the St. Joe Saints. Rassier agreed with Wick that if the City does pay the bills, that it be done with the anticipation that they money will be paid back. Weyrens questioned whether the City could pay the bill to Lifestyle Builders for their work as it has been completed. The Council concurred that once the agreement has been finalized with the St. Joseph Saints, Lifestyle Builders could be paid. Wick made a motion to table the issue until January, allowing staff the opportunity to meet with Schneider to draft a loan agreement. If a loan agreement is reached, the bill to Lifestyle Builders is approved for payment ($ 2,999.00). The motion was seconded by Symanietz and passed unanimously. 6:8 CTW OF 8T. JTTSKVH MEETING DATE: December 13, 2007 Council Agenda Item AGENDA ITEM: Capital Improvement — Requested Action: Approve the expenditure of up to $ 3,000 for the expansion of the dugouts at Schneider Field. SUBMITTED BY: Finance on behalf of the Park Board BOARD /COMMISSION /COMMITTEE RECOMMENDATION: Pat Schneider has approached the Park Board on two separate occasions seeking funding assistance for the dugouts at Schneider Field. Schneider had indicated that he would raise the funds and the Park Board allowed Schneider to move forward with demolition when half the funding is secured. At that time the Park Board did not allocate any funding for the expansion. Schneider came back to the Park Board at their last meeting and asked for funding to cover the short fall of approximately $ 3,000 which they have subsequently approved. PREVIOUS COUNCIL ACTION: Schneider came to the Council seeking authorization to demolish the dugouts and construct new facilities. The Council expressed concern that the funding is not in place and Schneider assured the Council that he could secure the financing. BACKGROUND INFORMATION: The St. Joseph Saints requested donations from area non - profit organizations and individuals to replace the dugouts at Memorial Park. Once half of the donations were received, the ball team was allowed to demolish the old and begin construction on the new dugouts. Work began in late August. The dugouts are almost complete. Final checklist items will be completed after the 2008 spring thaw. To date, the Saints received $10,800 in donation pledges. Construction costs are estimated to be $13,799. The project will be short $2,999. St. Joseph Saints would like the City to cover the short-fall using Park Dedication Fees. Park Dedication Fees can only be used for park improvements. The increased size of the dugouts (30% larger) can be considered an improvement for a total up to $4,200 of the project costs. The Park Board made a motion to approve the use of Park Dedication Fees in the amount of $3,000 for the Memorial Park dugouts. The Park Board reduced the 2008 Cloverdale Park budget by $3,000 to cover the shortfall. The enabling Ordinance for Park Board gives the Board the authority to spend up to $ 3,000 without Council approval, provided the annual Park Board Budget is approved. Since this matter has previously been before the Council and the dugouts are not part of an approved budget, the City Council must approve the expenditure. BUDGET /FISCAL IMPACT: $3,000 6:9 ATTACHMENTS: Baseball Dugout Project Update REQUESTED COUNCIL ACTION: Approve the budget adjustment of $3,000 from Cloverdale Park to the Memorial Park dugouts as presented, authorizing the expenditure. 6:10 Memorial Park Schneider Field Baseball Dugout Project Update 11/26/07 Expenses Demolition — Mike Duetz and Justin Honer TBD (bill not yet submitted) Saldana Concrete $7,494.00 - S194.00 discount $7,300.00 Lifestyle Builders (construction materials) $6,400.00 C.A.P. Enterprise (18'/0" bench angle iron) $99.00 Misc. (benches, shelving, concrete paint, etc.) TBD in Spring 2008 Total $13,799.00 Income Anonymous Donation $5,000 St. Joseph Lions $2,000 First State Bank of St. Joseph $1,000 St. Joseph JC's $500 St. Joseph American Legion Post #328 $ 0 St. Joseph Recreation Association $ 0 Anonymous Donation $2,300 Total $10,800 ----------------------------------------------------------------------- Balance Needed $2,999.00 Submitted by, Pat Schneider 6:11