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HomeMy WebLinkAbout2012-04-18 PACKET 08.D.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 4/18/12 PREPARED BY Parks and Recreation Zac Dockter ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Consider authorizing staff to execute the following actions related to research for the Parks and Recreation Referendum Project: 1. Hire Decision Resources, Inc. to perform a Community Survey in regards to the City's desire for a Parks and Recreation Referendum for an amount estimated at $12,000. 2. Adopt a resolution authorizing the preparation of a feasibility report for the Hamlet Park Expansion /Renovation Project. 3. Hire services of RVK Architects to refine conceptual designs and cost analysis of the Thompson Grove Community Building for an amount estimated at $3,500. STAFF RECOMMENDATION Authorize staff to execute the following actions related to research for the Parks and Recreation Referendum Project: 1. Hire Decision Resources, Inc. to perform a Community Survey in regards to the City's desire for a Parks and Recreation Referendum for an amount estimated at $12,000. 2. Adopt a resolution authorizing the preparation of a feasibility report for the Hamlet Park Expansion /Renovation Project. 3. Hire services of RVK Architects to refine conceptual designs and cost analysis of the Thompson Grove Community Building for an amount estimated at $3,500. ADVISORY COMMISSION ACTION DATE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS ® MEMO /LETTER: Zac Dockter, April 10 ® RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Peter Leatherman, Decision 2012 Resources, LTD., April 12, 2012 ADMINISTRATORS COMMENTS City Ad" inistrator a e C: \Documents and Settings \nbelscamper \Local Settings \Temporary Internet Files\ Content .Outlook \OFUXMGAF \Council Action Form Zac - Hamlet Park.doc City of Cotta Grove Minnesota To: Honorable Mayor and City Council From: Zac Dockter, Parks and Recreation Director CC: Ryan Schroeder, City Administrator Date: April 10, 2012 Subject: Parks and Recreation Referendum Introduction The City Council and various community advisory groups have recommended the City consider pursuing a Parks and Recreation Referendum during the fall of 2012 for the purposes of providing four key features; an outdoor aquatic facility, the Hamlet Park renovation /expansion, redesign /reuse of the Thompson Grove Community Building site and future land acquisition in eastern Cottage Grove for a sports complex. Should the Council wish to proceed, there are a few actionable items that must be considered at this time. Background The City Council, Advisory Committees /Commissions and staff have spent a tremendous amount of time and resources researching the viability of the suggested recreational improvements. These efforts include many layers of research including comparative site visits, financial analysis, conceptual designing, market analysis, inventory studies, and multiple community surveys. The research data has been derived from professional consultants, comparable community /facilities data, resident surveys, staff estimates and more. The results of this compellation of data bring us to a decision point in process of considering the aforementioned projects for a referendum. Staff has suggested three actionable steps to continue moving the four projects forward. Those steps along with estimated costs are: 1. Order Community Survey on Referendum Questions - $12,000 2. Order Hamlet Park Feasibility Study - $10,000 3. Order Thompson Grove Community Building Design - $3,500 Community Survey The community survey will provide the Advisory Commissions and the City Council an improved understanding of resident's desires for the proposed improvements. This is a critical component to moving forward as it could save the City much time, effort and financial resources should the survey result in unfavorable responses to any or all of the projects. If the survey provides a positive response to any or all of the projects, this will give the advisory groups and the City Council an understanding of which projects deserve priority in moving forward to a referendum and which may need consideration of being removed. The survey results will also provide some insight as to formulating the ballot questions to assure a fair process. Should positive results be revealed, it will also give the council and any groups marketing these improvements the confidence to move forward knowing there is statistical data to support the effort. In addition, the Community Survey will ask several questions related to the community's feeling towards parks and recreational opportunities as a whole. So, should the results of the survey result in a decision to halt this process entirely, the data will still be valuable for future parks and recreation planning by giving us a sense of the community's vision for the valued parks and recreation system. Considering its positive reputation in the market and past positive results working with the City of Cottage Grove, it would be recommended that Decision Resources, Inc. be hired to perform the community survey research services as outlined in the attached proposal for an amount of $12,000. Hamlet Park Feasibility Study Hamlet Park already has well documented master plans as well as staff generated cost estimates. However, the master plans are out of date and in need of updating due to changes to the site over the last several years. The cost estimates are also dated and perhaps not fully accurate as they were purely generated by staff and provided nearly five years ago. Although all of these past documents still have value, they are in need of updating to fully understand the implications of the project in its entirety. The next step in the project development process for the Hamlet Park expansion /renovation is the preparation of a feasibility report. It is recommended the feasibility report be ordered to determine the physical and economical feasibility of providing the suggested improvements. Thompson Grove Community Building Design The Thompson Grove Community Building design work will include further refinement of both conceptual designs and project costs. The report will include conceptual designs for an indoor /outdoor play center while also providing data on the possibility of including a separate structure for play areas to allow for multi -use activities /programming on the site such as play, parties, banquets and other community needs for such a facility. The services of RVK Architects are recommended for this work considering their invested knowledge into the project over the past year. Discussion Feasibility Report: The next step in the project development process is the preparation of a feasibility report. It is recommended that the feasibility report be ordered at this time to determine the physical and economical feasibility of providing the necessary public improvements. Recommendation Consider authorizing staff to execute the following actions related to research for the Parks and Recreation Referendum Project: 1. Hire Decision Resources, Inc. to perform a community survey in regards to the City's desire for a Parks and Recreation referendum for an amount estimated at $12,000. 2. Adopt a resolution authorizing the preparation of a feasibility report for the Hamlet Park Expansion /Renovation Project. 1 Hire services of RVK Architects to refine conceptual designs and cost analysis of the Thompson Grove Community Building for an amount estimated at $3,500. RESOLUTION NO. 2012- RESOLUTION AUTHORIZING THE PREPARATION OF A FEASIBILITY REPORT FOR THE PARKS AND RECREATION REFERENDUM PROJECT. WHEREAS, the City Council and various community advisory groups have recommended the City consider pursuing a Parks and Recreation Referendum during the fall of 2012 for the purpose of providing four key features; an outdoor aquatic facility, the Hamlet Park renovation /expansion, redesign /reuse of the Thompson Grove Community Building site and future land acquisition in eastern Cottage Grove for a sports complex; and WHEREAS, City Council, Advisory Committees /Commissions and staff have researched the viability of the suggested recreational improvements; anc WHEREAS, staff has suggested three actionable steps; order Community Survey on Referendum questions, order Hamlet Park Feasibility Study and order Thompson Grove Community Building Design; and WHEREAS, the next step in the project development process is the preparation of a Feasibility Report to determine the physical and economical feasibility of providing the necessary public improvements; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, is authorizing the resolution for the preparation of a feasibility report for the Parks and Recreation Referendum Project. Passed this 18 day of April, 2012. Myron Bailey, Mayor Attest: Caron M. Stransky, City Clerk DECISION RESOURCES, LTD. 3128 Dean Court Minneapolis, Minnesota 55416 April 12, 2012 Mr. Zac Dockter City of Cottage Grove 7516 80"' Street South Cottage Grove, Minnesota 55016 Dear Zaa Decision Resources, Ltd., is pleased to present this survey research proposal to you for the City of Cottage Grove. This prospectus is organized in three parts: a potential design; project schedule; and, estimated project costs. As you will see, I am certain that DRL can provide the City of Cottage Grove with the infonnation it seeks in both a cost - effective and timely manner. DESIGN OF THE RESEARCH. Decision Resources, Ltd., proposes to conduct a telephone survey of 400 randomly selected households in the City of Cottage Grove. A sample of 400 residents would provide results projectable to the entire city adult population within t 5.0 percent in 95 out of 100 cases. The sample is also of sufficient size to permit the city to be divided into a maximum of four categories for more detailed analysis, such as age, mobility, home ownership, location of residence, presence of children, and other demographic characteristics. To insure the integrity of the sample, DRL places the most exacting sampling standards in the industry on our procedures. Before an alternate household is substituted for a designated target, at least ten tries are made to contact the initial households during a five -day period. The telephone calls take place during various times on weekday evenings and during the weekend. Our interviewers are also instructed to seek convenient appointments with interviewees, cutting our non - contact rate to less than five percent on average. An unbiased selection process is also used to identify the adult member of the household to be interviewed. To validate the completed sample, the latest United States Census updated population characteristics are utilized as a standard of comparison. The questionnaire would be administered by DRL trained and supervised personnel. The computer analysis will be obtained from our in -house C- MENTOR and SPSS statistical analysis City of Cottage Grove Residential Survey Research Proposal April 2012 systems, insuring both access to the most current analysis programs and confidentiality of the data set. The City of Cottage Grove will be presented with bound copies of the final report highlighting all the major findings of the study. DRL will also speak to any major differences from and similarities with the past studies of the community, when applicable, in addition to other communities. A volume of all computer - generated cross tabulations and other multivariate statistical techniques will also be included. PROJECT SCHEDULE: 1. Planning with City Council Members, City Staff, and /or relevant individuals to establish the topics to be covered in the survey. Based on these topic concepts, DRL would word specific, neutral questions. This activity can be completed by a meeting, telephone and /or fax, depending on client wishes, within two weeks of the initiation of the contract. 2. Structuring of questions and final approval of the survey instrument. These activities are usually completed within three weeks of the discussion of topics to be covered in the survey. 3. Final determination of the field dates for interviewing. 4. Pre - testing and, if needed, approval of resulting revisions. This activity is usually completed by the second day of fieldwork. 5. Completion of all fieldwork within a two -to -three week period. 6. Computer analysis and preparation of written report. All analytical tests and commentary will be available within four weeks after completion of the fieldwork. 7. Presentation of the survey results to the City of Cottage Grove City Council and staff at a formal Council meeting. 7. Delivery of the final written report to the City of Cottage Grove, including presentation graphics. Afterwards, telephone consultation, as the need arises, will be provided about the study's findings and implications. PROJECT COSTS. The cost of a survey is driven by two factors: sample size and questionnaire length. City of Cottage Grove Residential Survey Research Proposal April 2012 • 30 to 40 question survey, 400 sample $10,000.00. • 50 to 60 question survey, 400 sample $12,500.00 • Each additional question unit beyond the initial allotment would be $135.00. As company policy, DRL requires one -half of the cost prior to the commencement of fieldwork; the remainder is due upon delivery of the final written report. Unless otherwise arranged, DRL invoices clients for the initial payment at the time of the initiation of the contract; the remainder is due at the time of the receipt of the final written report. If you require any further information from us, feel free to contact either Bill Morris, Diane Traxler, or me. We look forward to the opportunity to work with the City of Cottage Grove. Sincerely, Petva .L Peter Leatherman Research Director