Board of Commissioners Meetings

The agenda for the April 18, 2024, Regular Board Meeting is available here.

The Board Meeting will begin at 5:00 PM in the Board Room of the Three Rivers Park District Administrative Center, 3000 Xenium Lane N., Plymouth, MN.

Superintendent’s Recommendation:

NO ACTION REQUIRED.

Background Information:

Any individual wishing to address the Board on subjects which are not part of the meeting agenda may do so at this time. Such items will typically be referred to staff for review, action and/or recommendation for future board action. The public will also be provided an opportunity to address the Board on items which are on the agenda at the appropriate time.

If you would like to submit written comments in advance of the Board Meeting that will be shared with the Board, you may post them below in the comment box under the agenda item you wish to address or under People Wishing to Address the Board if it's a topic not on the Board Meeting agenda. Comments received by 5:00 p.m. on the Wednesday before the Board Meeting will be shared with Commissioners at the meeting.

Superintendent's Recommendation:

NO ACTION REQUIRED.

Prepared By: Sierra Spicer-Zimmerman, Donor Relations and Volunteer Supervisor; and Katie Brom and Becca Conser, Volunteer Resources Coordinators

Background:

The Distinguished Volunteer Service Award Program is designed to recognize outstanding Three Rivers Park District volunteers. These recipients stand out because of their volunteer efforts during the past year and throughout the total period of their volunteer service. They represent the diverse areas in which volunteers support the Park District.

Each year, we recognize the award recipients during the April Board meeting, as April is National Volunteer Month and National Volunteer Recognition Week is April 21-27, 2024. This year’s six Distinguished Volunteer Service Award recipients have contributed a combined total of 6,042 hours of volunteer service to the Park District.

Each honoree will receive a framed certificate with a photo and the recipient's names are engraved on a permanent plaque displayed in the Administrative Center. Recipients also receive an invitation to have a coffee meeting with an Associate Superintendent or Director of their choosing.

The 2024 Distinguished Volunteer Service Award recipients to be recognized are:

Paul Arneson, Edina - Program Assistant at District Events, Outdoor Recreation School, Baker Outdoor Learning Center and Richardson Nature Center; Park Patrol at District Events, Hyland Lake Park Reserve, Nine Mile Creek and Lake Minnetonka Regional Trails.

Michael Davis, Eden Prairie - Ski Patrol and Program Instructor at Hyland Hills Ski Area

Charity Duran, Brooklyn Park - Program Assistant and Animal Care Assistant at Eastman Nature Center

Randy Hartnett, Champlin - Natural Resources Surveyor for Invasive Species; Program Assistant and Natural Resources Monitor at Mississippi Gateway Regional Park; Park Patrol at Elm Creek Park Reserve, Mississippi Gateway Regional Park, and Rush Creek, Medicine Lake and Shingle Creek Regional Trails

Barclay Kruse, Coon Rapids - Program Assistant, Natural Resources Monitor, Park Ambassador and Project Assistant at Mississippi Gateway Regional Park; District-Wide Research Project Specialist and Volunteer Photographer

Anthony Pini, Eden Prairie - Project Assistant- Seed Cleaning at the District Nursery; Natural Resources Monitor-Bluebirds and Program Assistant at Lowry Nature Center; District-Wide Project Assistant and Project Lead for Prairie Seed Collection; Natural Resources Monitor for Wildlife; Research Project Assistant

Award recipients are nominated by staff, volunteers and the public. A selection committee, comprised of Three Rivers employees and volunteers, select the award recipients based on their contributions to the Park Districts. This year’s selection committee members included:

• Gene Lau, Volunteer and 1991 Volunteer Service Award recipient
• Jane Thompson, Park Service Assistant, Baker, Crow-Hassan, and Lake Rebecca Park Reserves
• Mary Morris, Interpretive Naturalist, Baker Outdoor Learning Center
• Steven Hogg, Natural Resources Supervisor- Wildlife
• Tom Knisely, Media Relations Coordinator
• Becca Conser, Volunteer Resources Coordinator

The Special Notice that will be posted regarding the reception starting at 4:30 p.m. on Thursday, April 18 for volunteer award recipients and their families is attached.

Relationship to the System Plan:

The Request for Action supports the following goal(s) of the System Plan:

Goal 1: You Belong Here

Goal 2: Parks Matter

Attachments:

SPECIAL NOTICE-Distinguished Volunteer Service Awards.pdf

Superintendent's Recommendation:

NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION.

Prepared By: Sierra Spicer-Zimmerman, Donor Relations and Volunteer Supervisor

Background:

Commissioners and/or staff are encouraged to report any special matters, awards, recognitions, or other acknowledgements at this time.

The Board wishes to acknowledge the following donations to the Park District of $500 or more made in the first quarter of 2024.

• Vicki Young: $7,000 for a tribute bench at Hyland Hills Ski Area in memory of Scott Young
• John Palka: $7,000 for a tribute bench at Elm Creek Park Reserve in memory of Yvonne Palka
• Michael Stiegler: $5,000 for a tribute bench at Sochacki Park in memory of Jonathan Stiegler
• Ivy Celender: $3,000 as an undesignated donation

The Three Rivers Park District Foundation provides ongoing support to the Park District through partnerships and directed donations. In the first quarter of 2024, the Three Rivers Park District Foundation conveyed $40,000 for various purposes, including:

• Warren and Paul Weck: $13,000 directed to Forests Forever
• William Lundberg: $10,000 directed to Richardson Nature Center
• Cargill Salt Division: $10,000 directed to Parks and Trails for snow grooming equipment at Murphy-Hanrehan Park Reserve
• Bill Hinkens: $7,000 for a tribute bench at Hyland Lake Park Reserve in memory of Mary and Alfred Hoedeman

Superintendent's Recommendation:

NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION.

Background:

• 2024 Proposed Board Meeting and Study Session Calendar attached.
• Calendar of 2024 Meetings and Events attached.

Attachments:

2024 Proposed Board Meeting and Study Session Calendar.pdf

Calendar of 2024 Meetings and Events.pdf

Superintendent's Recommendation:

MOTION TO AMEND THE RULES OF THE BOARD.

Background:

During the January 4, 2024 Board meeting, the Board considered and discussed revising the Rules of the Board to account for changes to the study session meeting structure. In addition, Commissioners discussed including a code of conduct for Commissioners. As a result, at the February 15, 2024 Board meeting, a code of conduct was proposed as a new Section V. Further revisions to the Order of Business, Agendas, and Suspension of the Rules were also proposed at that time.

Following the January 4 and February 15, 2024 Board meeting discussions, the following revisions to the Rules of the Board have been proposed for approval:

• Section I.B.: removes the study session schedule and allows for study sessions to be held as needed in the same manner as any special meeting.
• Section I.C.: removes outdated language about providing notice to Commissioners.
• Section II.A.: reflects updates to the Order of Business, including adding the opportunity for Study Topics and moving Communications ahead of Special Business.
• Section V.: adds a Commissioner Code of Conduct.
• Section VI.: adds a new provision for Non-discrimination, Fair Treatment, and Compliance with Laws.
• Section VIII.: clarifies that only regular meeting agendas may be amended at any time.
• Section XIII.: removes the suspension of the Rules clause.

These revisions are included in the attached Rules of the Board. The Media Guidelines and Legislative Procedures are also attached for reference.

Attachments:

Proposed Rules of the Board.pdf

Legislative Procedures.pdf

Media Relations Guidelines v2.pdf

All matters listed under Routine Business are considered to be standard items by the Board of Commissioners and will be enacted by one motion. For background information about any of the items listed below, visit this link.

Item 5A. French Regional Park Local Trail Connection Agreement with Plymouth

Superintendent's Recommendation:

MOTION TO ENTER INTO AN AGREEMENT WITH THE CITY OF PLYMOUTH FOR A RECONSTRUCTED LOCAL TRAIL CONNECTION INTO FRENCH REGIONAL PARK AT OLD ROCKFORD ROAD.

Item 5B. West Mississippi River Regional Trail – Cooperative Agreement Amendment: Dayton

Superintendent's Recommendation:

MOTION TO APPROVE THE 2024 AMENDMENT TO THE WEST MISSISSIPPI RIVER REGIONAL TRAIL COOPERATIVE AGREEMENT WITH THE CITY OF DAYTON.

Item 5C. Luce Line-Dakota Rail Connector – Cooperative Agreement: Orono

Superintendent's Recommendation:

MOTION TO ENTER INTO THE DAKOTA RAIL – LUCE LINE CONNECTOR REGIONAL TRAIL COOPERATIVE AGREEMENT WITH THE CITY OF ORONO.

Item 5D. Construction Contract for Trail Pre-Repairs along Medicine Lake Regional Trail (North) to Minnesota Roadways Co.

Superintendent's Recommendation:

MOTION TO AWARD A CONSTRUCTION CONTRACT FOR THE TRAIL PRE-REPAIR PROJECT ALONG THE MEDICINE LAKE REGIONAL TRAIL IN MAPLE GROVE/PLYMOUTH, MN TO MINNESOTA ROADWAYS, CO. IN THE TOTAL BASE BID AMOUNT OF $117,513.75 AND TO ESTABLISH A TOTAL CONSTRUCTION BUDGET OF $129,265.13 INCLUDING A 10% CONTINGENCY, WITH FINANCING FROM THE 2024 ASSET MANAGEMENT PROGRAM.

Item 5E. Receive the First Quarter Public Safety Incident Report

Superintendent's Recommendation:

NO ACTION REQUIRED.

Item 5F. Board Minutes of March 21, 2024

Superintendent's Recommendation:

MOTION TO APPROVE THE MINUTES OF THE MARCH 21, 2024, REGULAR BOARD MEETING.

Item 5G. Approval of Claims for the Period Ended April 11, 2024

Superintendent's Recommendation:

MOTION TO APPROVE PAYMENT OF CLAIMS AS RECOMMENDED BY THE SUPERINTENDENT FOR THE PERIOD ENDED APRIL 11, 2024, IN THE AMOUNT OF $6,886,211.42.

Superintendent's Recommendation:

MOTION TO:

1. AWARD A CONTRACT FOR DECONSTRUCTION SERVICES AT MISSISSIPPI GATEWAY REGIONAL PARK TO BETTER FUTURES MINNESOTA IN THE TOTAL BASE PROPOSAL AMOUNT OF $72,680 PLUS ALTERNATE NO. 1 IN THE AMOUNT OF $10,230 FOR A TOTAL CONTRACT SUM OF $82,910;
2. AWARD A CONTRACT FOR DECORATIVE CONCRETE AT MISSISSIPPI GATEWAY REGIONAL PARK TO CONCRETE ARTS IN THE TOTAL BASE PROPOSAL AMOUNT OF $174,500;
3. AWARD A CONTRACT FOR PHASE FOUR SITE IMPROVEMENTS AT MISSISSIPPI GATEWAY REGIONAL PARK TO SWAN COMPANIES IN THE TOTAL BASE BID AMOUNT OF $625,197.25 PLUS ALTERNATE NOS. 1 AND 2 IN THE ADD AMOUNT OF $269,534.90 FOR A TOTAL CONTRACT SUM OF $894,732.15;
4. AWARD A CONTRACT FOR PREFABRICATED PICNIC SHELTERS AT MISSISSIPPI GATEWAY REGIONAL PARK TO ST. CROIX RECREATION IN THE TOTAL BASE PROPOSAL AMOUNT OF $361,301.32;
5. AWARD A CONTRACT FOR A PREFABRICATED SEASONAL RESTROOM AT MISSISSIPPI GATEWAY REGIONAL PARK TO CXT INCORPORATED IN THE TOTAL BASE PROPOSAL AMOUNT OF $192,556;
6. ESTABLISH A TOTAL INCREASE TO THE CONSTRUCTION BUDGET OF $1,777,597 TO REFLECT THE ABOVE CONTRACTS, INCLUDING CONTINGENCY, FROM THE PREVIOUSLY ESTABLISHED PROJECT BUDGET;
7. APPROVE AMENDMENT NO. 2 TO THE CONSTRUCTION ADMINISTRATION CONSULTANT AGREEMENT WITH WSB & ASSOCIATES, INC. IN A TOTAL HOURLY NOT TO EXCEED FEE IN THE AMOUNT OF $95,469, INCLUDING REIMBURSABLE EXPENSES, AND TO ESTABLISH A TOTAL CONSULTANT FEE BUDGET INCREASE IN THE AMOUNT OF $101,674 INCLUDING CONTINGENCY, FROM THE PREVIOUSLY ESTABLISHED PROJECT BUDGET.

Prepared By: Jason Zemke, Senior Manager of Architecture, and Matt Swenson, Project Manager

Background:

The proposed contracts are to install the decorative ‘river feature’ concrete at the Gateway Center, to deconstruct the existing Visitor Center and Sumac Picnic Shelter, to construct Phase Four Site Improvements and install associated prefabricated picnic shelters, and install a prefabricated concrete seasonal restroom building at Mississippi Gateway Regional Park.

The first two proposed contracts were originally budgeted as part of the original Core Area Base Bid but it was not necessary to obtain proposals until now. The third and fourth proposed contracts are to construct Phase Four Site Improvements and associated prefabricated picnic shelters, for which funding was approved by the Board in the 2024 Asset Management Plan (AMP), and the fifth contract is for a CXT restroom for the West Unit, for which funding was approved by the Board using the City’s share of the 2023 State of MN General Fund Grant. The proposed consultant amendment with WSB provides the services needed to perform on-going construction administration on the project and includes testing and inspection services for Phase Four Site Improvements.

Bid Results (also refer to attached Bid Tabs):

Pricing for the first two contracts were obtained following the Park District’s informal proposal process, as follows:

• Deconstruction:
  • Proposals were solicited from two (2) contractors that regularly perform this specialized work. A Request for Proposal was issued on January 19, 2024 and proposals were received by March 1, 2024. Two proposals were received. The low proposer is Better Futures Minnesota (BFM), from Minneapolis, MN, with a total Base Proposal amount of $72,680. The Park District’s budgeted estimate of base cost is $72,100. In addition, BFM’s proposal included one (1) Alternate proposal, to deconstruct the Sumac Picnic Shelter, in the amount of $10,230. The proposed contract award includes the Alternate, resulting in a total Contract Sum of $82,910.
• Decorative Concrete:
  • Proposals were solicited from three (3) contractors that regularly perform this specialized work. A Request for Proposal was issued on March 18, 2024 and proposals were received by April 9, 2024. Two proposals were received. The low proposer is Concrete Arts, from Hudson, WI, with a total Base Proposal amount of $174,500. The Engineer’s estimate of probable construction cost is $170,000.

Pricing for the third contract was obtained following a public bid process, as follows:

• Phase Four Site Improvements
  • Advertisement for bids for this work was placed in Finance and Commerce and QuestCDN. Construction documents were issued on March 12, 2024. Bids for this work were received on April 9, 2024. There were ten (10) contractor plan holders of which three (3) submitted bids. The low bidder is Swan Companies, from Savage, MN, with a total base bid amount of $625,197.25. The Engineer’s estimate of probable construction cost is $587,041. In addition, Swan Companies’ bid included two (2) Alternate Bids for sub-projects that are part of the approved project scope: Alternate No. 1 – Upper Recreation Large Shelter - $63,279.20, and Alternate No. 2 – Wetland Boardwalk - $206,255.70. To construct these items in the future would be more difficult and more expensive. The proposed contract award includes all of the Alternates, resulting in a total Contract Sum of $894,732.15.

Pricing for the fourth and fifth contracts, prefabricated picnic shelters and a prefabricated concrete restroom building, supplied by St. Croix Recreation and CXT, respectively, were obtained utilizing Sourcewell. Sourcewell permits the Park District to purchase directly from vendors who have already competitively bid to provide their typical products and services at a discount through a cooperative purchasing agreement.

The Construction Manager, H+U, has evaluated and interviewed each of the low contractors for responsibility for compliance with the scope of work and contract provisions and has indicated that they meet the minimum contract requirements for this project. Construction work on all projects will be coordinated and timed with the larger Redevelopment project.

Construction Administration Services:

Staff recommends approval of a second contract amendment with WSB, the Engineer of record for the project, for on-going construction administration services and for the materials testing and inspections portion of the project in the hourly not-to-exceed fee amount of $95,469. The first amendment to the consultant agreement was approved by the Board in September 2023 for the design of additional project scope following the receipt of State Bond funding for Alternates. Funding for this amendment was already anticipated and incorporated into the overall budgeted soft costs for the project.

Project Update:

March brought a wide range of weather conditions, but construction crews continued their work where they could. (Refer to attached "Mississippi Gateway Progress Photos".)

The central portion of the West Unit Environmental Nature Area is now closed for construction beginning in April. Construction is scheduled to be completed and the affected area of the park re-opened this fall. The closure is needed to construct new park amenities in the core area of the park: the play area, dog off-leash area, archery facility, seasonal restroom, and parking lot.

While work is taking place, the dog-off leash area has relocated to the north side of the West Unit of the park, near the water tower. Trails in the southern part of the West Unit and the Rush Creek Regional Trail will remain open during construction.

In other areas of the project, the Gateway Center is now nearly enclosed with wall and roof sheathing. Over the next month, the last section of the structure – the laminated wood columns and beams that extend over the exterior walkway on the north side of the building – is expected to be installed. Underground utility work will continue in the upper level in preparation for the main level floor slab, and the lower level foundation walls will be backfilled as weather allows.

Progress on the maintenance buildings was slowed slightly while waiting for permanent power, but power is now hooked up and all systems and equipment will be tested and made ready for operation. When siding is complete on each building, the buildings will be put into operation as soon as they are available. Additional work to complete the Maintenance compound, such as fencing and storm ponds, will continue through the spring.

Finally, construction of the Reservation Shelter will resume after a short pause during the winter, steel for the Treetop Trail is on order and installation will begin when materials arrive, and construction will begin on the seasonal restroom in the coming weeks.

Budget Summary through 4/08/2024 (Park District Only):

¹Typically, whenever Expenses increase, there should be an equivalent reduction in Remaining Contingency, since contingency is generally used to fund cost increases that arise during construction.

²Currently unassigned funds from base budget.

Contingency Reserve Summary:

The overall construction project, including the West Unit, is approximately 50% complete. The value of work put in place since the previous Project update is just over $2.0 million.

For this budget update period, several construction contract Change Orders have been finalized, resulting in additional costs for the project. The value of these recent Change Orders is an additional cost of $61,791. The project had a previous net Change Order credit of $32,929. Therefore, the revised total construction contract contingency expenditure to date is $28,862, meaning that the project has now spent some of its construction contingency reserve. Additional Change Orders are in process and will be included in future budget updates to the Board as they are approved. At this time, both completed and proposed Change Orders have been in-line with a project of this size and complexity, and the Contingency Reserve is sufficient to address all Change Orders in process.

Approved Change Orders this period generally include additional work that was inadvertently omitted from the bidding documents (range hoods and associated duct work, utilities associated with Seasonal Restroom Alternate Bid), modification of a storm drain location to preserve a tree, and modifications required to accommodate field conflicts through adjustment of structural footing depths and utility service line locations.

Relationship to the System Plan:

The Request for Action supports the following goal(s) of the System Plan:

Goal 1: You Belong Here

Goal 2: Parks Matter

Goal 3: Lead by Example

Attachments:

Mississippi Gateway Bid Tabs.pdf

Mississippi Gateway Progress Photos.pdf

Superintendent's Recommendation:

MOTION TO REJECT ALL BIDS FOR THE RUSH CREEK REGIONAL TRAIL UNDERPASS AT MISSISSIPPI GATEWAY; AND TO AUTHORIZE STAFF TO RE-BID THE PROJECT AT A LATER DATE.

Prepared By: Matt Swenson, Project Manager

Background:

Having secured the necessary funding, the Consultants finalized plans for the Rush Creek Regional Trail pedestrian underpass located at Mississippi Gateway. This underpass will not only serve as a safe, separated crossing of West River Rd for the regional trail, but will also serve as a safe pedestrian link between the newly developed East and West Units of the regional park (see attached map).

Bid Results:

Advertisement for bids for this project was placed in Finance and Commerce and QuestCDN. Construction documents were issued on March 14, 2024. Bids for this work were received on April 9, 2024. There were fourteen (14) contractor plan holders of which six (6) submitted bids (see attached Bid Tab).

The low bidder is New Look Contracting, Inc., from Rogers, MN with a total base bid amount of $2,984,938.50.

The Engineer’s estimate of probable construction cost is $2,334,711.

Staff Recommendation:

All bids were significantly higher than the engineer’s estimate. The increased base bid amount is the result of higher costs for larger concrete culverts due to fewer manufacturers, as well as complex construction techniques incorporated in the plans that were challenging to estimate.

Staff recommends the bids be rejected and that the Board authorizes the Superintendent to re-bid the project in 2024 for construction later this year or spring 2025. The project team has already identified more traditional methods for constructing this project that can be incorporated and reduce costs substantially; but it requires removal and replacement of some additional trees and open excavation through the new park entrance that was just completed in 2019, which is what the original design aimed to avoid.

Relationship to the System Plan:

The Request for Action supports the following goal(s) of the System Plan:

Goal 1: You Belong Here

Goal 2: Parks Matter

Goal 3: Lead by Example

Attachments:

MGRP Underpass Map.pdf

MGRP Underpass Bid Tab.pdf

Superintendent's Recommendation:

MOTION TO ENTER INTO COOPERATIVE AGREEMENT WITH M AND I HOMES AND THE CITY OF MAPLE GROVE FOR GRADING, DRIVEWAY AND UTILITY REMOVAL, RELEASE OF DRIVEWAY EASEMENTS, AND NEW ACCESS EASEMENT WITH FUNDING IN THE AMOUNT OF $55,000 FROM THE 2020 ASSET MANAGEMENT PROGRAM.

Prepared By: Kelly Grissman, Director of Planning and Stephen Shurson, Landscape Architect

Background:

Three Rivers staff have been working closely with City of Maple Grove staff and several developers to coordinate Rush Creek Regional Trail planning, acquisition, and, in some cases, development along the Rush Creek in Maple Grove. Currently staff are working on an area just west of Elm Creek Park Reserve which affects the property Three Rivers will be acquiring in September located at 10775 Fernbrook Lane North (referred to as "Three Rivers Property"), Rush Hollow North development (located south of Three Rivers Property), and a City owned parcel (located west of Three Rivers Property) Attached Map. The Rush Creek runs through this area and the adjacent slopes are steep and bluff-like in areas, wooded and challenging to locate a regional trail.

In an effort to reduce impacts on the natural topography and vegetation, the need for extensive walls along the regional trail, and potential for future temporary or permanent easements across people's backyards, staff have negotiated a pro-active plan with the City and M and I Homes, that is in all parties' best interest and will hopefully set the example for regional trail work in other developing areas and communities.

The plan calls for rough grading the regional trail in the immediate future even though Three Rivers is not yet ready to pursue regional trail development. The grading work was designed to greatly reduce the need for an extensive retaining wall in this area and potential, future private property impacts. This work is also helpful to M and I Homes, the developer of Rush Hollow North, as they are then able to create lots with walk-out basements. The City has also been very supportive and negotiated a land exchange with M and I Homes that will provide for a local trail connection to the regional trail Attached Outlot B on Development Concept.

The plan also calls removing the shared driveway, utilities, and associated easements associated with currently serving Three Rivers Property and Rush Hollow North.

The main components of the Cooperative Agreement are as follows:

• M and I Homes will rough grade a section of the Rush Creek Regional Trail and remove the shared driveway and utilities
• Three Rivers will allow grading and related work on about a quarter acre of Three Rivers Property to support Rush Hollow North development and provide for smooth slopes between the property.
• M and I Homes and Three Rivers will release the existing driveway easement for the shared driveway.
• City shall provide a new access easement to Three Rivers across Outlot B of Rush Hollow North development.

Three Rivers will reimburse M and I Homes up to $55,000 for the regional trail grading work with funding coming from the 2020 Asset Management Program and up to $8,000 for driveway and utility removal with funding coming from the existing acquisition project budget.

The Cooperative Agreement is contingent on several items (i.e. property acquisition by both Three Rivers and M and I Homes, permits, etc.), should all of these contingencies be met, work will begin later this summer and likely be fully complete next year.

M and I Homes and the City intend to approve and sign the Cooperative Agreement prior to the Board Meeting.

Relationship to the System Plan:

The Request for Action supports the following goal(s) of the System Plan:

Goal 2: Parks Matter

Goal 3: Lead by Example

Attachments:

Project Location Map.pdf

Development Concept.pdf

Cooperative Agreement.pdf