HomeMy WebLinkAbout2016-06-07 City Council Work SessionAgenda
City Council Work Session
City of Edina, Minnesota
Edina City Hall Community Room
Tuesday, June 7, 2016
5:30 PM
I.Call To Order
II.Roll Call
III.Service Line Warranty Program
IV.Park Board Work Session - Braemar Winter Recreation Area Update
and Park Board Work Plan Update
V.Adjournment
The City of Edina wants all residents to be comfortable being part of the
public process. If you need assistance in the way of hearing ampli)cation, an
interpreter, large-print documents or something else, please call 952-927-8861
72 hours in advance of the meeting.
Date: June 7, 2016 Agenda Item #: III.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:Brian E. Olson, Director of Public Works
Item Activity:
Subject:Service Line Warranty Program Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
Consider the implementation of the Service Line Warranty Program
INTRODUCTION:
The National League of Cities has a service line warranty program that provides residents of the community
assurance that their water and sewer service lines will continue to work into the future. There is a large number of
communities across the nation that endorse this type of program. A representative from the National League of
Cities Service Line Warranty Program will be in attendance to provide a description of the program and be
available for questions.
Date: June 7, 2016 Agenda Item #: IV.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:Ann Kattreh, Parks and Recreation Director
Item Activity:
Subject:Park Board Work Session - Braemar Winter
Recreation Area Update and Park Board Work Plan
Update
Action
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
Provide direction to staff to continue or stop the feasibility study and trail design for the Winter Recreation Area at
Braemar Park.
INTRODUCTION:
Preliminary trail and financial feasibility will be presented. Potential next steps will be discussed.
The Park Board will be present for their annual work session with the City Council. After the Braemar Winter
Recreation presentation and discussion, the Park Board will answer questions regarding their work plan progress
and take suggestions for work plan items for 2017.
ATTACHMENTS:
Description
Braemar Winter Recreation Staff Report
Winter Recreation Feasibility Presentation
Proposed Cross Country Ski Trail Alignment
SEH Agreement
2016 Park Board Work Plan
June 7, 2016
Mayor and City Council
Park Board
Ann Kattreh, Parks & Recreation Director
Braemar Winter Recreation Area Proposal
Information / Background:
At the May 17 City Council meeting, the City Council authorized staff to proceed with a financial and
trail feasibility study for cross-country ski trails and snow tubing at Braemar Park. On May 18, SEH,
Morton Trails and RRC began work on the feasibility studies. Noah Brautigam from Morton Trails
immediately began working onsite designing the trail. The Morton Trails proposed trail alignment is
attached. Dave Belin, RRC Associates, will present preliminary financial feasibility information. Short
(10 week) and long (12 week) season pro forma information is attached. Mike Horn and Paul Pasko
from SEH will present the trail alignment proposal.
Morton Trails believes that there is potential for a first-rate trail system at Braemar. Noah Brautigam
provided the following description:
Assuming that some small amount of excavation is possible, it should be possible to make
all of the trails skiable and fun, with a range of terrain for different skill/comfort levels. The
lower trails that loop around the mellow tubing hill, up the existing cart path, and around
the knoll back to the parking area, will be very good beginner terrain for skiers and possibly
snowshoers. Once skiers begin to climb up the hillside into the forest, a great intermediate
trail will loop around the northeastern knoll before descending back down to the top of the
tubing hill or possibly to the most northeastern tee box. From the highest point of the
intermediate loop, skiers have the option to descend along the ridgeline on a fun, twisting,
and high-intermediate to advanced trail that will take them all of the way to the
southernmost knoll of the forested hillside east of the golf course. The trail as it is currently
laid out in concept is at least 3km, with approximately 30% beginner, 20% intermediate and
50% advanced terrain. This trail network will serve the community of Edina, as well as
surrounding areas, with first-rate skiing and winter sports. It also has the potential to host
great local events for all ages and ability levels.
STAFF REPORT Page 2
RRC provided financial pro formas factoring both 10 week and 12 week seasons. Historical weather
information shows that on most years the winter recreation area could be operational by December
20. Interest in outdoor winter recreation begins to diminish when weather begins to warm up at the
end of the winter, when the natural snow melts and snow turns to rain. A closing date would likely
fall in the range of the end of February to the middle of March. Both the short and long seasons are
expected to be operationally cash flow positive.
Project Timeline Summary:
Park Board Review and Comment April 2016
City Council Presentation May 2016
Hire Design and Consulting Team May 2016
Feasibility and Design May - June 2016
City Council Feasibility Study Check In June 7, 2016
Public Open House Late June 2016
Park Board Review July12, 2016
Complete Study July 25, 2016
City Council Presentation/Bid Authorization Aug. 2, 2016
Bid Project August 2016
Bid Award Sept. 20, 2016
Bond Sale December 2016 – January 2017
Construction Winter 2016 – Fall 2017
Open December 2017
Project Timeline Breakdown:
If the project continues to move forward with the feasibility study and winter recreation area design
and bid documents, the following specific actions and key milestones will occur over the next two
months:
STAFF REPORT Page 3
Neighborhood sound study – neighborhood will be notified via mailing Week of June 13
or 20
Continue the Design of Snow Making System using the Final Layout for
the Snow Tubing Area and Cross-Country Ski Trails June 11
Send Invitations to Neighborhood Meeting to Affected Nearby Property
Owners June 16
Conduct Neighborhood Meeting at the Braemar Golf Course Clubhouse to
Review 90% Complete Study with Stakeholders June 30
Submit 90% Complete Study to City for Review by Park Board July 1
Park Board Reviews 90% Complete Study July 12
Submit Complete Study to the City July 25
Council Considers the Study and Authorizes Advertisement for Bids Aug. 2
ACTION REQUESTED
Staff requests direction from the City Council either to proceed with the winter recreation area
design, feasibility study and bid documents or to stop work immediately.
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Project: EDINA 137403
Created Date: 05/26/2016
Plotted Date: 5/26/2016
Map by: msteuernagel
Projection: Hennepin County Coordinates
Sources: Hennepin County, MnGEO, SEH
WINTER RECREATION AT BRAEMAR PARK
WITH MACHINE-MADE SNOW
EDINA, MINNESOTA
FIGURE
1
Legend
Primary Cross Country Ski Alignment
Alternative 1 Cross Country Ski Alignment
Alternative 2 Cross Country Ski Alignment
Tube Lift
Cross Country Ski Alignment Turnaround
Tubing Area
Privately Owned Property
I
0 100 20050Feet
1 inch = 100 feet
SUPPLEMENTAL LETTER AGREEMENT
May 11, 2016 RE: City of Edina
Winter Recreation Area at Braemar Park
SEH No. EDINA136169, 10.00
Ann Kattreh
Parks & Recreation Director
Parks and Recreation Department
4801 West 50th Street
Edina, MN 55424
Dear Ann:
The City of Edina continues to be the leader in providing its citizens with great amenities. We are excited
to have the opportunity to help Edina add its next great amenity, winter recreation at Braemar Park.
Thank you for already including us in several meetings with project stakeholders during the past few
months. Exhibit 1 enclosed with this Supplemental Letter Agreement shows that that recreation can
include activities relying on both machine made snow (snow) and natural snow that will not interfere with
future golf course operations. For your convenience, this Supplemental Letter Agreement is divided into
sections titled Project Understanding, Approach, Team Description, Fee, and Conclusion.
Project Understanding
We admire Edina for recognizing the opportunity that reconstructing the 27-hole golf course to 18-holes at
Braemar Park presents to considering adding winter recreation featuring snow. Our experience shows
that by considering both projects together now Edina is already addressing the fact that golf and snow are
mutually exclusive. Many communities that have considered adding recreation that features snow to the
wide open spaces of their golf course do not address this fact until it is too late. The price for that
tardiness is usually expensive modifications to the golf course. Today golfers want to use a course as late
as November and early as March. During November and March snow is usually being made or melting
respectively. We understand this mutual exclusivity. Golfers do not want snow to diminish their late or
early season golf experience.
Besides this mutual exclusivity, we will also help the City understand what kind of impacts snow, noise,
and light generated by winter recreation might have on surrounding private property owners. Additionally,
and maybe most importantly for some, we will help the City understand the revenues and expenses
winter recreation will present. We have already developed these understandings for other winter
recreation areas inside other metropolitan areas.
It is of great benefit to Edina that Braemar Park already has a large lit blacktop parking lot, clubhouse
(containing Tin Fish), and adequate electrical power needed for a former municipal water well (now used
for only golf course irrigation) adjacent to the area being considered for winter recreation shown in
Exhibit 1. This well can likely become the source of water needed to make snow.
At a very schematic level, we believe the area shown in Exhibit 1 can physically contain the following
opportunities for winter recreation with snow that all of Edina’s property owners and visitors can use even
when natural snow is absent without impacting golf.
1. A lighted cross-country skiing trail featuring snow that is about 2.5 kilometers long (loop).
2. The loop could contain about 30, 20, and 50 percent of beginner, intermediate, and difficult terrain
levels respectively.
3. Because the loop can be 2.5 kilometers long, by completing laps of the entire loop common cross-
country race distances in multiples of 5 kilometers can be achieved. These distances may be
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 10901 Red Circle Drive, Suite 300, Minnetonka, MN 55343-9302
SEH is 100% employee-owned | sehinc.com | 952.912.2600 | 800.734.6757 | 888.908.8166 fax
Ann Kattreh
May 11, 2016
Page 2
attractive to Edina High School’s Nordic Ski Team. Edina could consider hosting high school Nordic
ski races on the loop. A sizable parking lot for cars and buses is already present. Additionally the
clubhouse and Tin Fish are probably capable of handling concession needs of potential race athletes,
their coaches, and fans.
4. Because the loop could be power groomed, it could periodically host other trail oriented activities
such as fat-tire style winter biking and snow shoeing. At the conclusion of these activities, the power-
groomer can return the trails to cross country skiing.
5. The loop can connect to possible cross-country skiing trails, featuring natural snow that Edina might
locate inside of Braemar’s proposed 18-hole golf course.
6. As many as 11 lighted snow tubing lanes that could include as many as 2 handle style tows that
return tubers to the top of the hill for another run.
7. Because the snow tubing area could be power groomed, it could periodically host other downhill
activities such as sledding or additional intermediate level cross country skiing trails. At the
conclusion of these activities, the power-groomer can return the area to snow tubing.
Off-winter usage opportunities for this area will likely present themselves to Edina too. Edina may wish to
consider opportunities such as zip wires, mountain biking, walking, running, and scenic overlooks for
wedding event nuptial services and photography opportunities for wedding parties already using the
clubhouse.
Approach
We understand the City would likely sell bonds to pay for this amenity. The bond sale would likely take
place during late 2016. This timeframe causes us to simultaneously begin work not just on a feasibility
study (study), but also the bidding documents themselves. Usually bid document preparation does not
begin until the City Council (Council) accepts the study. However, this project’s proposed production
schedule below reveals that insufficient time exists to prepare the necessary bidding documents between
the Council considering the study and the date the City must open bids from contractors to achieve its
October bond sale.
Proposed Production Schedule Key Milestones
No. Description Date
1 Receive Notice to Proceed May 18, 2016
2 Submit Preliminary Market Analysis/Financial Model Results to the City May 30
3
Park Department Chooses the Final Layout for Snow Tubing Area and
Cross-Country Ski Trails (relying on both snow and natural snow) from the
Base and Alternate Designs for the Snow Tubing and Cross-Country Ski
Trails
June 6 to June 10
4
Council Considers the Preliminary Results of the Market
Analysis/Financial Model Results and Authorizes Conducting a
Neighborhood Meeting on June 30 and Continuing the Preparation of the
Study and Bidding Documents
June 7
5 Continue the Design of Snow Making System using the Final Layout for
the Snow Tubing Area and Cross-Country Ski Trails June 11
6
Send Invitations to Neighborhood Meeting to Affected Nearby Property
Owners / Article Appears on the City Web Page and Newspaper Briefly
Describing the Project Advertising the Meeting
June 16
7 Conduct Neighborhood Meeting at the Braemar Golf Course Clubhouse to
Review 90% Complete Study with Stakeholders June 30
8 Submit 90% Complete Study to City for Review by Park Board July 1
9 Park Board Reviews 90% Complete Study July 12
10 Submit Complete Study to the City July 25
Ann Kattreh
May 11, 2016
Page 3
Proposed Production Schedule Key Milestones
No. Description Date
11 Council Considers the Study and Authorizes Advertisement for Bids August 2
12 Advertise for Bids August 11, 18, and
25
13 Open Bids September 1
14 Council Considers Awarding a Construction Contract to a Contractor September 20
15 City Uses Amount of Construction Contract for Budgeting Purposes October -
November
16 Bond Sale to Finance this Project December 2016 /
January 2017
17 Contractor Begins Construction Winter 2017
18 Snow Tubing Area and Cross-Country Ski Trails Relying on Snow Open
for Business December 2017 1
Notes:
1 Weather dependent. If the weather is too warm leading up to December 2017, snow cannot be made.
While we will immediately begin preparing both the study and bidding documents, we must particularly
focus on preparing a market analysis/financial model verifying that it makes financial sense to add winter
recreation featuring snow and natural snow to Braemar Park that can be used by all citizens of Edina. We
will present the preliminary findings to the Council at its June 7 meeting. If the Council believes it makes
sense, we will continue to use our wealth of experience to guide us as we prepare the study and bidding
documents that will add winter recreation featuring snow and natural snow to Braemar Park within close
proximity to private property, the golf course, and public streets shown in Exhibit 1. If it does not make
sense to the Council, we will cease the preparation of both the study and bidding documents.
To achieve a year end bond sale, it is imperative that the City review and then choose a final layout for
the snow tubing area and cross-country ski trails from the base and alternate designs for these features
between June 6 and June 10, and no later than June 10, respectively. Otherwise it will be impossible to
open bids on September 1. We will hurry to set out in the field no later than June 5 for City use the base
and alternate designs for the snow tubing area and cross-country ski trails. In some areas, we will have to
set this information out in the field before or after the 27-hole golf course opens or closes respectively.
We understand our field activities cannot interfere with golf course operations.
Team Description
Since 2002 the SEH team that will execute the work plan described by this Supplemental Letter
Agreement has successfully added winter recreation featuring snow inside metropolitan area parks in
Iowa, Illinois, and Minnesota. Successfully adding snow to winter recreation within close proximity to
private property, the golf course, and public streets requires a special blend of winter recreation and
municipal project design skills sets not found in the winter recreation design community. It is a lot different
designing winter recreation inside Braemar Park than it is in the wide open spaces of the Soldier Hollow
or Vail or Sunday River resorts in Utah, Colorado, and Maine respectively.
Our team for this project not only has this special blend, but it has also completed many municipal
projects for Edina since the mid 1980’s. We understand the Community that is Edina and what it takes to
successfully complete projects in Edina. Edina deserves an expert team playing a proactive and pivotal
role helping it make great decisions assuring winter recreation at Braemar Park featuring snow is a
successful amenity. Our team has not only provided feasibility study, market analysis/financial model
preparation, public engagement including project meetings, bid document preparation, permitting, bidding
assistance, and construction phase services for winter recreation projects; but also specifically for
projects in Edina.
Ann Kattreh
May 11, 2016
Page 4
Besides strong winter recreation design and market analysis/financial model preparation bench strength,
a detailed understanding of how nearby private property owners might view the impacts of winter
recreation are a must. Our team not only has the required winter recreation design and market
analysis/financial model preparation bench strength, but also a great understanding of how adding winter
recreation needing snow in metropolitan areas can impact nearby property owners.
As a case in point, I will lead our team as its project manager. Since 1998 and 2002, I have had the
pleasure of leading the SEH design teams that completed both our Edina municipal and winter recreation
featuring snow projects respectively. As project manager, I will combine my unique knowledge of both
winter recreation inside metropolitan areas and what it takes to successfully complete municipal projects
for Edina. Besides myself, SEH employees Mike Horn, Ken Taillon, Tom Honer and Deric Deuschle have
all not only completed Edina municipal projects, but also our winter recreation projects needing snow.
They all understand how property owners near Braemar Park might view the impacts of winter recreation.
Below are a few key items about these and some of our team members.
1. Mike Horn – SEH - Quality Assurance / Quality Control: Before joining SEH, Mike was a project
manager for Three Rivers Park District. Mike managed all of Three Rivers Park District’s projects
either studying or adding winter recreation needing snow to Park District parks. As the Park District’s
consulting engineer, Paul worked with Mike on all of those projects. Since joining SEH, and on behalf
of Edina, Mike has been inspecting Edina’s contractor’s work reconstructing both the Driving Range
and Executive Golf Course in Braemar Park.
2. Noah Brautigam – Morton Trails – Cross Country Ski Trail Design: Morton Trails helped us ‘trail blaze’
the most challenging portions of the cross country ski trails receiving snow that were added to Three
Rivers Park District’s Hyland Lake Park Reserve. We worked together to assure that the added trail
alignments would be both safe and enjoyable to ski. This time Noah will help us ‘trail blaze’ the most
challenging portions of the trails the City might add to Braemar Park. The goal remains assuring a
trail design that all of Edina’s property owners and visitors can ski safely and enjoyably.
3. Dave Belin – RRC Associates - Market Analysis / Financial Model Preparation: Prepared an analysis
and model for Three Rivers Park District during their study of potential summer time alpine activities
at Hyland Ski and Snowboard Area. As our subconsultant, Dave just completed an analysis and
model for a proposed winter recreation area in Sioux City, Iowa.
4. Mark Meadows and Mike Parsons – Torrent Engineering and Equipment and HDR Engineering
Respectively - Snowmaking Engineering and Noise Impact Study Preparation Respectively: Were
both SEH subconsultants on Three Rivers Park District projects to reconstruct the snow making
system at Hyland Ski and Snowboard Area and add snowmaking to cross country ski trails in Hyland
Lake Park Reserve. Mark was the lead snowmaking engineer for the last two winter Olympic games
in Vancouver, Canada and Sochi, Russia. He is currently designing the snowmaking for 2018 Winter
Olympics in South Korea. Additionally, since 2002, Mark has been our subconsultant for all our winter
recreation area projects needing snow.
5. Ken Taillon and Tom Honer – SEH – Trail Lighting and Electrical Power Distribution Design: Ken and
Tom have provided these services for all our winter recreation area projects. Additionally, Ken has
designed outdoor lighting for the City on numerous occasions as part of our street and utility
reconstruction projects.
6. Toby Muse - SEH – Site Civil Engineering: Besides taking over project manager duties from Paul for
the last 6 street and utility reconstruction projects completed by SEH for Edina, Toby is managing
Three Rivers Park District’s project to add the 9-Mile Creek Regional Trail to Edina.
7. Deric Deuschle- SEH – Environmental: On behalf of Edina, Deric is providing wetland delineation and
environmental permitting services for the project that will reconstruct the 27-hole golf course to and
18-hole golf course at Braemar Park. He provided these same services during the reconstruction of
both the Driving Range and Executive Golf Course in Braemar Park.
Fee
Our experience with similar winter recreational projects reveals these specialty engineering services can
cost as much as 21% of the project’s construction cost. Of this 21%, the study and bid document
preparation phases alone can cost as much as 5% and 8% respectively. Construction phase services
(construction staking, inspection, and administration) usually require the balance of the 21%.
Ann Kattreh
May 11, 2016
Page 5
A very schematic level consideration of this project reveals its total project cost can be between
$2,000,000 and $3,000,000. If we assume a construction cost of $2,500,000 our estimated not-to-exceed
fee described by the table below for study and bidding document preparation is 13% of the very
schematic level construction budget. This is consistent with our experience for the scope of work required
by this particular specialty project.
Fee Summary Per Work Item
No. Description Estimated Not to
Exceed Fee 1
1 Prepare Study $138,131
2 Prepare Bidding Documents and Provide Bidding Assistance $192,146
Subtotal $330,277
3 Provide Construction Phase Services To Be Determined
Notes:
1 Includes reimbursable expenses including subconsultant fees.
The City will be billed on an hourly basis subject to the not to exceed fee. The hourly billing rates are
attached as Exhibit 2. The fees reported in this table are calculated in detail in the attached task hour
budget. We will invoice the City monthly on an hourly basis. Our invoices will include expenses. The City
may stop work at any time. If the Council chooses to stop work, we will immediately stop work and you
will only be billed for work that has been completed.
Conclusion
This Supplemental Letter Agreement, Exhibit 1, Task Hour Budget, Exhibit 2, and our Agreement dated
June 4, 2013 represent the entire understanding between the City of Edina and SEH in respect to the
project.
Our combination of park design professionals, real world snowmaking experience, and market
analysis/financial model preparation expertise will ensure that all of the Edina’s immediate and long-term
needs are covered. We sincerely appreciate our continued working relationship with the City. Please
contact me at 952.912.2611 or ppasko@sehinc.com with questions regarding this Supplemental Letter
Agreement.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
Paul J. Pasko III, PE
Project Manager
Enclosures
c: Dave Belin, RRC Associates
Noah Brautigam, Morton Trail Consultants
Mark Meadows, Torrent Engineering and Equipment
Mike Parsons, HDR
Marty Iozzo, General Corrosion Corporation
Toby Muse, SEH
Mike Horn, SEH
Ken Taillon, SEH
Tom Honer, SEH
Brent Theroux, SEH
Mike Hemstad, SEH
Ann Kattreh
May 11, 2016
Page 6
p:\ae\e\edina\136169\1-genl\10-setup-cont\03-proposal\final\05 11 16 final rev\final sla ltr wra at braemar city rev 05 11 16.docx
Accepted on this ___day of________________, 2016
City of Edina, Minnesota
By:_________________________________
James Hovland, Mayor
_________________________________
Scott Neal, City Manager
WINTER RECREATION AREA RELYING
ON NATURAL SNOW
WINTER RECREATION AREA RELYING
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Exhibit 2
SEH Hourly Billable Rates – Winter Recreation Area at Braemar Park
Classification - Office Staff Billable Rate
Client Service Manager $147.76
Project Manager $208.95
Senior Structural Engineer $174.51
Structural Engineer $116.83
Senior Designer $136.40
Electrical Engineer - Lighting $185.28
Electrical Engineer - Power $224.22
Electrical Staff Engineer $133.16
Senior Geotech Engineer $155.73
Natural Resources Scientist $145.05
Project Engineer $93.33
Project GIS Analyst $131.99
Landscape Architect $143.21
Administrative Technician $104.31
Classification – Field Staff Billable Rate
Survey Crew Chief $103.97
Survey Instrument Operator $92.83
Page 1
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Liaison Comments
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