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HomeMy WebLinkAbout12-6-21 Minutes ADVISORY PARK BOARD DECEMBER 6, 2021 Present: Amy Davis, Scott Greuel, Devon Hudak, Deborah Martin, Becky Metz, Koby Schellenger (Alternate Board Member) Excused: Lauren Bartelt, Tony Dirth, Lester Millette, Lori Palmeri, Joseph Stephenson (Alternate Board Member) Staff: Ray Maurer, Parks Director; Stacy James, Recording Secretary CALL TO ORDER & ROLL CALL Chair Davis called the meeting to order at 6:00 P.M. A quorum was determined to be present. APPROVAL OF MINUTES Motion by Davis for approval of the November 8, 2021 minutes. Seconded by Martin. Motion carried 6-0. NEW BUSINESS 1) DISCUSS/RECOMMEND 2022 PARKS DEPARTMENT CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECTS TO POTENTIALLY DEFER Mr. Maurer reviewed that bids for the 4-season building at Lakeshore Park opened on November 9 and the City had previously earmarked $3 million for the project. The current low bid is at $4,464,887. Material costs are a big factor in this bid coming in over budget. On November 23 the Common Council discussed the project and agreed that the project should move forward and asked city staff to identify funding sources. Initial discussions took place regarding current 2022 approved CIP projects and the most likely project to potentially defer and utilize the funds was the Menominee Park Pratt Trail road reconstruction. Because this decision would affect parks and the fact that the Advisory Park Board had previously requested this project in 2023 and 2024, the Common Council requested that the Board provide input into this decision. Mr. Maurer reviewed the other projects that have been approved for 2022. One project in 2022 is the new Parks Admin/Operations building. Initially it was discussed that the city would borrow money for this project over a three year period, however Council decided to fund it entirely in 2021 and 2022. It is anticipated that bids on this project will almost likely come in over budget as well. Bids will go out in January/February and staff will know more at that time. Mr. Maurer has been working with the City Manager and the Finance Director to review possible funding sources for both the Lakeshore Park 4-season building as well as the Parks Admin/Operations ADVISORY PARK BOARD MINUTES PAGE TWO DECEMBER 6, 2021 building. At this time they have not identified options for fully funding the 4-season building, however they are hopeful that they will be able to fund this building without having to defer the Pratt Trail project. Multiple departments in the city have come together to help suggest funding for the building. However, the funds for the Pratt Trail project may have to be used for the Parks Admin/Operations building. With regards to the other projects that are approved for 2022, the Lakeshore Park developments are not able to be deferred because these are matching funds for a DNR grant that the city has been tentatively awarded. The Menominee Park beach bathhouse project is potentially being funding by public/private partnerships so this project is not easily deferred. The zoo improvements that have been approved have already been deferred multiple times and it is to a point that these improvements need to be made. The remaining projects (Westhaven Circle Park lighting and park trails) are nominal amounts given the amount of funding needed. Mr. Greuel questioned whether ARPA funding could be used for the project. Mr. Maurer responded that the funding is a potential option however it would ultimately be up to Common Council to make that decision. Staff suggests the board recommend keeping the Pratt Trail reconstruction project fully funded at this time and recommend that the funds could be used for the Parks Admin/Operations building project if necessary. The Pratt Trail reconstruction project could then be deferred to 2023/2024 as originally recommended by the Board. Because the bids for the 4-season building are good for 60 days there is a deadline of January 9 to award the bid. As such, Council intends to make a decision on how to move forward at their December 14 meeting. If funding is made available, the city can award the bid and work would begin early spring with completion of the project anticipated in fall of 2022. Ms. Metz asked if it would be beneficial to bid the project out once more. Mr. Maurer responded that the city could deny all bids and go through the process again, however it is anticipated that material costs will only continue to rise and in that case bids would come back even higher than they currently have. Historically this time of year is the best time to get reasonable pricing for projects. Motion by Greuel to recommend to not defer Menominee Park Pratt Trail road reconstruction at this time and if necessary defer it to help fund the Parks Admin/Operations building. Seconded by Hudak. Motion carried 6-0. ADJOURNMENT Motion by Davis for adjournment; seconded by Martin. Motion carried 6-0. The meeting adjourned at 6:21 P.M Respectfully submitted, Stacy L. James Stacy L. James, Recording Secretary