7.2 PRSR 08-11-2021
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
Request for Action
To
Parks and Recreation Commission
Item Number
7.2
Agenda Section
Action Item
Meeting Date
August 11, 2021
Prepared by
Michael Hecker, Parks and Recreation Director
Item Description
Elk River Youth Lacrosse Association Field
Lighting Payment Deferment Request
Reviewed by
Cal Portner, City Administrator
Reviewed by
Action Requested
Recommend, by motion, amending the agreement with Elk River Youth Lacrosse to repay their remaining
balance for Oak Knoll Athletic Complex field lighting in five annual payments of $4,449.60 due September 30,
2021 to 2025.
Background/Discussion
In March of 2018, Elk River Youth Lacrosse entered into an agreement with the city to fund the installation of
field lighting at the Oak Knoll Athletic Complex. The agreement amounts to a total of $41,664 with a $12,000
initial payment followed by annual payments of $7,416 in 2019, 2020, 2021, and 2022.
Elk River Youth Lacrosse (ERYL) President Brian Lambertz presented their case for a deferment at the
Commission Work Session on July 14. They made the initial contribution of $12,000 and the first annual
payment of $7,416 in 2019. Their first and only Council approved deferment was for 2020. They currently
owe the city a total balance of $22,248. The Commission proposed to split the remaining balance into more
manageable payments in lieu of another deferment.
Financial Impact
No payments were made in 2020. ERYL plans to pay the full amount owed to the city by spreading out
their payments owed over a five-year period. The City Finance Director does not want to extend
payments beyond five years. This will need to be approved by City Council.
Attachments
Elk River Youth Lacrosse field lighting payment deferral request
Staff Report and Resolution March 5, 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
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New Scoreboard
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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 GallopMU5MuscoSportsLighting
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.
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.
ATTEST:
62
Tina Allard, City Cler c
NATURE