The URL can be used to link to this page

Home My WebLink About[04] Treasurer's Report Park Board Agenda Item 4 MEETING DATE: January 29, 2018 AGENDA ITEM: Finance Report/East Park Design SUBMITTED BY: Finance BOARD/COMMISSION/COMMITTEE/COUNCIL RECOMMENDATION: Council approved S.E.H. contract to begin East Park master park design. PREVIOUS PARK BOARD ACTION: None BACKGROUND INFORMATION: Enclosed you will find the reconciled financial reports through December 31, 2017. The enclosed report reflects the current activity and balance of the park funds before audit entries are made. I included a summary report that breaks out the revenues and expenditures recorded in the Park Board fund, along with the current balances. The bottom of the summary breaks out the funds designated for the East Park development and the portion the Park Board suggested to set aside for the dog park. Any contributions received for the dog park will be added to the designation for the dog park balance. The dog st park donors through December 31 are as follows: St. Joseph Lion’s $1,747.37 Cold Spring Vet $510 Country Manor $250 Home Town Title $250 Brian Loxtercamp $20 St. Joseph Jaycees $250 St. Joseph Y2K Lion’s $592.25 Travis & Alysia Mick $150 Pat & Mark Ditlevson $50 Amy Braig-Lindstrom $500 Anonymous – cash/treats $984.70 Pavers - Borgert $1,119 Michael Tangredi $10 Coborns - Refreshments $10 North Star Signs $250 Also, the Initiative Foundation granted the City $2,500 for the East Park design to include public input. The Council accepted the grant on 1-16-18 and approved a contract up to $17,650 with S.E.H. to begin design work. The funds for the design phase will come from the Park Board East Park designated balance (currently $50,171). The Park Board will be responsible for managing the use of funds. BUDGET/FISCAL IMPACT: Information only ATTACHMENTS: Request for Park Board Action – Financial Reports Summary Treasurer’s Report Park Board Check Register Park Board Monthly Report Park Board 5-Year Capital Improvement Plan S.E.H. East Park Design Contract REQUESTED COUNCIL ACTION: Consider accepting the December 2017 financial reports. Assign team to work on East Park designing. (throuh 12/31/17) Check #Search NameCommentsAmountFUNDDEPARTOBJ 052681HULS NURSERY, LLCdog park spruce trees$140.0020545203531 052691SENTRY BANK-CREDIT CARdog park fasteners/concrete$27.4620545203531 052691SENTRY BANK-CREDIT CARdog park sign lumber$207.4520545203531 052698WRUCK SEWER & PORTABLportable toilets - parks$94.0020545203410 052785HULS NURSERY, LLCDog Park trees$450.0020545203531 052816WRUCK SEWER & PORTABLportable toilets-parks$94.0020545203410 052924WRUCK SEWER & PORTABLpark portable potties$94.0020545203410 $1,106.91 2017December2017 Account DescrYTD Budget2017 AmtYTD Amt FUND 205 Park Dedication R 205-45203-31010 Current Ad Valorem Taxes$20,000.00$1,335.75$10,330.56 R 205-45203-34114 Park Dedication Fees$2,000.00$0.00$0.00 R 205-45203-34784 Rents and Royalties$5,400.00$0.00$2,120.00 R 205-45203-34785 Park Round-Up Proceeds$120.00$20.26$150.50 R 205-45203-36210 Interest Earnings$1,000.00-$85.35$801.66 R 205-45203-36236 Contributions - Parks$30,000.00$2,505.00$6,944.32 R 205-49302-39201 Transfers from Other Funds$525,000.00$0.00$0.00 FUND 205 Park Dedication$583,520.00$3,775.66$20,347.04 $583,520.00$3,775.66$20,347.04 2017December2017 Account DescrYTD Budget2017 AmtYTD Amt FUND 205 Park Dedication E 205-45203-101 Salaries$0.00$0.00$381.06 E 205-45203-121 PERA Contributions$0.00$0.00$17.78 E 205-45203-122 FICA Contributions$0.00$0.00$22.04 E 205-45203-125 Medicare Contributions$0.00$0.00$5.15 E 205-45203-130 H S A- Employer Contribution$0.00$0.00$0.00 E 205-45203-131 Health Insurance$0.00$0.00$6.23 E 205-45203-132 Dental Insurance$0.00$0.00$0.61 E 205-45203-133 Life Insurance$0.00$0.00$0.63 E 205-45203-134 Disabilty Insurance$0.00$0.00$4.16 E 205-45203-171 Clothing Allowance$0.00$0.00$0.00 E 205-45203-210 Operating Supplies$0.00$0.00$0.00 E 205-45203-300 Professional Services$0.00$0.00$8,235.00 E 205-45203-302 Maintenance Reimbursement$0.00$0.00$0.00 E 205-45203-410 Rentals$1,600.00$94.00$939.13 E 205-45203-437 Real Estate Taxes$0.00$0.00$4,014.00 E 205-45203-531 Park Development$651,750.00$0.00$15,552.91 FUND 205 Park Dedication$653,350.00$94.00$29,178.70 $653,350.00$94.00$29,178.70 Millstream Shelter Footgolf Prairie Restoration phase 1 canoe area phase 1 dog park aźƌƌƭƷƩĻğƒ{ŷĻƌƷĻƩ {ğƌĻƭğǣCǒƓķƭВͲЎЉЉυυЎЋБͲАЋЉ thru 12/31/17 �� SEH Bc�lding a 8ectcr�No��d � „ January 12, 2018 RE: St.Joseph, Minnesota 2018 East Park Master Planning Update SEH No. P-STJOE 129718 1 Honorable Mayor and City Council c/o Ms. Judy Weyrens, Administrator City of St. Joseph PO Box 668 St. Joseph, MN 56374-0668 Dear Mayor and Members of the Council: This letter supplements the Agreement for Professional Services between City of St. Joseph, Minnesota, Owner, and Short Elliott Hendrickson Inc. (SEH�)dated July 1, 2006, and addresses providing Report and Preliminary Design Phase services in connection with updating the master park program for East Park(hereinafter called the"Project"). Our Report and Preliminary Design Phase services will consist of the following: 1. Facilitate a park planning session with the Park Board to expbre issues and ideas for enhancing East Park. This will include several activities including: • Review of current concept plan. • Review of images depicting a variery of possible park elements/enhancements. • Discussion and development of a draft, updated park program. • Discussion of preferred method (on-line survey, focus group or community open house)for obtaining input from the communiry. This effort will be organized around several key aspects of the park's function and possible refinements in program. It will not be an open-ended "What do want to see?"or"WhaYs your ideal park?"type of enquiry. 2. Prepare a photo montage showing examples of current program elements (2-3 pages)and a brief questionnaire or rating system(depending on the method of outreach)for obtaining community input based on preferred methodology/technique. 3. Facilitate and or organize a community-wide input session using a combined live and virtual (web survey)open house meeting where residents can review program ideas and provide feedback. 4. Summarize and synthesize community and Park Board input into a draft vision statement and refined/update program for East Park. The vision statement will describe the park's proposed character and function while the program will identify proposed park components. 5. Prepare a more detailed base map using available site data such as topography, boundary, roadway and other pertinent information for use in locating proposed park circulation routes and program elements. Engineers � Architects � Planners � Scientists Short Elliott Hendrickson Inc.,1200 25th Avenue South,P.O.Boz 1717,St.Cloud,MN 56302-1717 SEH is 100%employee-owned � sehinc.tom � 320.229.4300 � 800.572.0617 � 888.908.8166 fax Honorable Mayor and City Council January 12, 2018 Page 2 6. Facilitate a park planning session with the Park Board to review and finalize the vision statement and program, as well explore(using a scaled plan of the park site) locations for the park components. 7. Building upon the park vision, program and input from the Park Board, prepare an illustrative preliminary master plan and related opinion of probable cost for East Park. This plan will move beyond the"bubble"diagram of use areas shown in the 2008 Park and Trail System Plan to more accurately illustrate the physical, spatial aspects and layouts of various program elements from roadways and parking areas to campgrounds, play areas and support structures (restrooms, picnic shelters,etc.). 8. Present the final park master plan and opinion of cost to the Park Board. 9. Budgeted Hours: a. Task 1 - 17 hours b. Task 2- 16 hours c. Task 3- 12 hours d. Task 4-7 hours e. Task 5- 19 hours f. Task 6-6 hours g. Task 7-45 hours h. Task 8-4 hours All as set forth in this letter and the Agreement for Professional Services between SEH and City of St. Joseph, Minnesota, dated July 1, 2006. We will also fumish such Additional Services as you may request or as required. You will pay us a fee for our services. Report and Preliminary Design Phase services are currently estimated to be$17,650, in accordance with Exhibit C-2, Lump Sum Basis method. Payment for Additional Services shall be based on the time required to pertorm the services and the billable rates for the principals and employees engaged directly on the Project, plus charges for expenses and equipment, all in accordance with Exhibit C-1. We will start our services promptly after receipt of your authorization.We estimate our services will be completed after 3 months. If there are delays in the Project that are beyond our control, you agree to grant additional time to complete the services. Your budgetary limitations for construction of the Project should be provided to us in writing at an early date.We will endeavor to work within those limitations.Where appropriate, if the estimated cost exceeds the budget, we will either request an adjustment in the budget or suggest a revision in the extent or quality of the Project to assist in bringing construction cost back within the budget.We do not guarantee that our opinions of probable construction cost will not differ materially from negotiated prices or bids. If you wish greater assurance as to probable construction cost or if you wish formal estimates, an independent cost estimator should be employed as provided in Section IV.A of the Agreement and in Exhibit B. Honorable Mayor and City Council January 12, 2018 Page 3 This letter and the Agreement for Professional Services dated July 1, 2006, along with Exhibits A, B, C-1, and D represent the entire understanding between you and us in respect of the Project and may only be modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our agreement, please sign the enclosed copy of this letter in the space provided below and return it to us. Sincerely, SHORT ELLIOTT HENDRICKSON INC. ,��a�� Randy Sa a , PE Principal djg/mrb p.1pt\s\stjoe1129718\1-genll0-seh contracts1supplemenWl kr aqrcement 011218 docz Accepted by: City of St.Joseph, Minnesota ) � gy; � �, �i��f Date: �� Au horized Client Signature