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9.2. SR 03-05-2018 E04y1� ,.,�� Request for Action River To Item Number Mayor and City Council 9.2 Agenda Section Meeting Date Prepared by General Business March 5, 2018 Michael Hecker, Parks and Recreation Director Item Description Reviewed by Agreement and Donation to Install Athletic Field Cal Portner, City Administrator Lighting and Scoreboard at Oak Knoll Athletic Reviewed by Field Complex Lori Ziemer, Finance Director Action Requested ■ Adopt,by motion, an agreement between the City of Elk River, the Elk River Youth Football Association, and the Elk River Youth Lacrosse Association to pledge to donate $83,328 for installation of athletic field lighting and a scoreboard at the Oak Knoll Athletic Complex. ■ Adopt,by motion, a resolution acknowledging the donation of$83,328 from the Elk River Youth Football Association and the Elk River Youth Lacrosse Association. ■ Approve,by motion, the purchase of athletic field lighting for$113,787 from Musco Lighting. Background/Discussion The Elk River Youth Football and Lacrosse Associations have joined efforts to donate $83,328 for the installation of athletic field lighting and a scoreboard accounting for 66.7% of the total estimated project cost. They also donated$73,000 for lights at Oak Knoll in 2013 with payments made over 5-years. The Musco Lighting purchase is through the National joint Powers Alliance cooperative purchasing program, similar to the state purchasing contract the city uses frequently. The current lighting price is $113,787 which includes three light poles, electrical services, control-link wireless control system and installation. Additional project costs include conduit installation conducted by ERMU (materials only,labor donated) and installation of a scoreboard by AIM Electronics. The scoreboard is not part of this initial request and will be purchased separately at a later date. The full project is budgeted in the 2018 Park Improvement Fund for$125,000. The attached agreement and resolution were reviewed by City Attorney Peter Beck. Financial Impact The total price for athletic field lighting installation is $113,787. Final pricing of the electrical conduit and scoreboard will be determined once finalized vendor quotes are received. Attachments ■ Oak Knoll Athletic Field Lighting Agreement ■ Resolution Acknowledging Contributions ■ Oak Knoll Athletic Complex Site Plan ■ Sports Lighting Proposal POWERED 6T AR Agreement 18- AGREEMENT BETWEEN THE CITY OF ELK RIVER, ELK RIVER YOUTH FOOTBALL ASSOCIATION, AND ELK RIVER YOUTH LACROSSE ASSOCIATION REGARDING OAK KNOLL ATHLETIC COMPLEX THIS AGREEMENT ("Agreement") made this 5th day of March, 2018, by and between the CITY OF ELK RIVER, a Minnesota municipal corporation ("City"), the Elle River Youth Football Association, a Minnesota nonprofit corporation, and the Elk River Youth Lacrosse Association, a Minnesota nonprofit corporation (the "Associations"). RECITALS A. The City owns and operates the athletic fields at the Oak Knoll Athletic Complex. B. The Associations have asked the City to install athletic field lighting and a scoreboard for field 44 at the Oak Knoll Athletic Complex. C. Without a substantial financial contribution by the Associations, the City would be unable and unwilling to install athletic field lighting and a scoreboard at the Oak Knoll Athletic Complex. D. The City is relying upon this Agreement to install athletic field lighting and scoreboard for field 44 at the Oak Knoll Athletic Complex. NOW, THEREFORE, IN CONSIDERATION OF THEIR MUTUAL COVENANTS THE PARTIES AGREE AS FOLLOWS: 1. INITIAL CONTRIBUTION. The Associations shall pay the City $24,000 as an initial contribution towards the City's costs to install athletic field lighting and scoreboard at the Oak Knoll Athletic Complex at the time of execution of this Agreement. 2. SUBSEQUENT CONTRIBUTIONS. The Associations shall make an additional contribution to the cost of installing athletic field lighting and scoreboard at Oak Knoll in the amount of$59,328.00. The additional contributions shall be paid to the City in four (4) annual payments, the first payment to be made on July 1, 2019 and the final three (3) payments to be made on July 1, 2020, 2021 and 2022. 3. FIELD TIME COMMITMENT. The Associations shall have the same priority rights to use of the lighted athletic field 44 at Oak Knoll Athletic Complex as other users pursuant to then-applicable City Policies, including the City's field allocation policies. Failure of either Association to make its initial contribution and all additional contributions as provided in the Agreement shall be cause for the City to deny that Association field time on field 44 at the Oak Knoll Athletic Complex. CITY OF ELK RIVER ELK RIVER YOUTH FOOTBALL ASSOCIATION BY: BY: John J. Dietz, Mayor Its AND AND Tina Allard, City Clerk Its ELK RIVER YOUTH LACROSSE ASSOCIATION BY: Its AND Its 2 City of Elk River Resolution 18- A Resolution of the City of Elk River Acknowledging Contributions WHEREAS, the City of Elk River is grateful to all civic groups, organizations, and individuals for their contributions to the community; and WHEREAS, the City of Elk River has an agreement to accept$83,328 in total donations from the Elk River Youth Football Association and the Elk River Youth Lacrosse Association with the intent that it be used by the Parks and Recreation Department for the installation of athletic field lighting and scoreboard at the Oak Knoll Athletic Complex; and WHEREAS, the Elk River Youth Football Association has agreed to their portion of the donation at$41,664,by making an initial contribution of$12,000 and subsequent contributions of$7,416 for four years from July 1, 2019 to 2022; and WHEREAS, the Elk River Youth Lacrosse Association has agreed to their potion of the donation at$41,664, making an initial contribution of$12,000 and subsequent contributions of$7,416 for four years from July 1, 2019 to 2022. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River,Minnesota, to accept the donations, acknowledges the support and commends the Elk River Youth Football Association and the Elk River Youth Lacrosse Association for their donations. Passed and adopted this 5th day of March 2018. John J. Dietz,Mayor ATTEST: Tina Allard, City NATUREJ Oak Athiet*lc om ex Existing Lights - New Lights ; SIM Shared Light Existing Scoreboard F T 14 New Scoreboard u' ' 1 PO Box 27231 - Golden Valley, MN 55427 • Phone: 763/533-2030 - Fax: 763/525-0070 Web: www.musco.com • Email: craig.gallop@musco.com occO Craig Gallop MU5 Musco Sports Lighting February 28, 2018 Tim Sevcik Public Works Superintendent City of Elk River 19000 Proctor Road Elk River, MN55330 Re: Oak Knoll Youth Football Field Lighting — Phase 2 Tim, Musco Sports -Lighting will provide the lighting system for phase 2 at Oak Knoll through cooperative purchase. The football field will be lit to 30 footcandles using the Musco Light -Structure Green lighting system. There will be (3) new 70' Light -Structures with (6) fixtures each and (1) new Sportscluster with (6) fixtures. The Sportscluster is designed to mount to the existing Musco Light -Structure provided in phase 1 of the project. The Light -Structure consists of a pre -stressed concrete base, galvanized steel pole, remote electrical component enclosure, pole wire harness, and pole top luminaire assembly with 1500 watt metal halide fixtures. The Sportscluster has the same fixtures, remote electrical component enclosure, and pole wire harness but is designed to mount to the existing steel pole that will be common to both fields. The lighting also includes a Control -Link upgrade which will allow the City to schedule and operate the lighting remotely as available for the existing Musco lighting system. The turnkey cost of the project is $113,787 including the lighting, poles, concrete bases, structural installation, and electrical system using aluminum wiring. The City Utility Department will install the underground conduit portion of the project. Delivery of the Musco Light -Structures can take place within 4 — 5 weeks of order and installation will take approximately 2 weeks. C�Ga Musco Sp rts-lighting Lighting ... We Make It Happen.